General Service Staff – General Affairs

The General Service Staff – General Affairs position supports the Administration & General Affairs Division at the ASEAN Secretariat. The role involves general administrative duties, vehicle maintenance and operation, and logistical support for meetings and events to ensure smooth office operations.

Responsibilities

• Check the work of cleaning and gardening staff and ensure the cleanliness and proper orders of toilets, meeting rooms, offices and other areas in the ASEC Building and premises as well as the residence of SG.
• Assist General Affairs (GA) Officer with logistics for meetings/events.
• Ensure the office toiletries and office supplies' stock are sufficient at all times.
• Assist GA Officer on the related matters to the residence of SG.
• Conduct assessment on value of the gift items received by ASEC.
• Maintain the record of utensils, equipment under GA.
• Schedule and monitor regular service, repairs and inspections of vehicles.
• Prepare insurance claims, if accidents occurred.
• Monitor fleet-related expenses and optimize cost.
• Manage booking schedule and assigning ASEC drivers according to request and needs.
• Maintain fleet records (vehicle details).
• Prepare reports on any accidents, damages or misuse of vehicles.
• Oversee the request for taxi vouchers from the ASEC staff by issuing the taxi voucher based on stipulated procedures.
• Perform other relevant duties as assigned by the Assistant Director, Senior Officer and GA Officer/ASO and/or higher authorities of the ASEAN Secretariat.

Requirements

• Minimum High School or equivalent graduate at relevant area of discipline in office administration or public relation.
• At least one (1) year of experience performing administration functions in government, international organisation, or private sectors.
• Ability to communicate effectively with colleagues at all levels of the organisation and external clients of the organisation.
• Ability to operate as an effective team member and to support colleagues as required.
• Competent level of oral and written communication skills.
• Good command of English, written, and spoken.
• Competency in computer skills with adequate knowledge in Microsoft Office where relevant to the position.

Skills

• Office Management
• Public Relations
• Administrative Support
• Vehicle Maintenance
• Vehicle Operation
• Logistical Support
• Meeting Coordination
• Event Support
• Microsoft Office Suite
• Written Communication
• Oral Communication

Languages

English