Selection Process for Administrative Assistant to the Brazilian Army Attaché Office in Indonesia

In accordance with Ordinance – C Ex no. 1,852, of October 13, 2022, of the Commander of the Brazilian Army, which provides for the hiring of Local Assistants to provide services in Army Representations located abroad, the Brazilian Army Attaché in Indonesia makes public that the inscriptions for the selection process for hiring of Administrative Assistant and formation of reserve register will be open from November 23 to December 23, 2024, as provided in this Notice.

1. Hiring Regime

Local Assistant is an employee hired locally by the Brazilian Army Attaché in Indonesia to provide full-time technical, administrative or support services. The Labor Relations of the Local Assistant with the Embassy of Brazil in Jakarta are governed by the Indonesian law and by the internal rules of the Army Attaché Office in Indonesia.

2. Employment

The hiring will be for the role of Administrative Assistant, who execution of activities of a technical or administrative nature that require secondary level educational training or equivalent.

2.1. Assignments

The approved and qualified candidate will perform the following tasks: The Employee shall comply with all obligations prescribed in the Labor Law of the Republic of Indonesia and in the General Rules of the Attaché Office, including, but not limited to:

a. receiving and making telephone calls;

b. making copies of documents;

c. sending and receiving documents;

d. translating documents from English to Indonesian and from Indonesian to English;

e. editing and printing various documents and cards;

f. filing all received and sent documents in their respective folders and keeping them organized and updated, always presenting a copy of such documents to the Attaché's Assistant, at the Attaché's discretion;

g. maintaining an updated database with addresses, telephone numbers, names, positions/classes, birthdays and any event deemed necessary for the operation of the Attaché's Office;

h. taking care of the office schedule, informing all scheduled or anticipated events and coordinating the Attaché's needs with the driver and other related staff, whenever deemed necessary;

i. assist in receiving visitors and preparing the Attaché's Office room for visitors, providing tea, coffee, napkins and any other necessary items and requesting the assistance of other staff members whenever necessary;

j. provide the Attaché with a list of people celebrating their birthdays in the following month and their respective birthday cards by the end of each month;

l. make arrangements, contacts and prior appointments regarding the observance of National Days and important dates of the Armed Forces of the countries represented in the Republic of Indonesia;

m. assist the Attaché and the Attaché's Assistant on their trips by: checking the need for a visa and the validity of visas already issued, booking hotels and air tickets and gathering all necessary information for the trip;

n. keep the Employee's workroom tidy and clean;

o. supervise the cleanliness of the Attaché's Office and other facilities and keep them organized;

p. help receive and prepare diplomatic bags;

q. assist in purchasing products and contracting services;

r. assist in controlling the stock of any purchased material, gifts and any materials and/or equipment under the responsibility of the Attaché;

s. prepare gifts to be delivered as instructed;

t. keep kitchen materials (tables, tablecloths, refrigerator, sandwich maker, coffee maker, among others) in excellent conditions of use in terms of hygiene and tidiness;

u. support the Attaché's Assistant, in general terms, in all activities inherent to the position;

v. inform the Attaché's Assistant about the expiration dates of vehicle insurance, internet providers and bills such as telephone, electricity, gas, water and rent, as well as keep all related documents on file;

x. assist in external services when requested;

w. assist in preparing the venues and receiving authorities and guests at Attaché events;

y. assist in ceremonies; and

z. other activities necessary for the execution of the administrative tasks of the Army Attaché in Indonesia.

The candidate must work 40 hours per week, from 8:00 to 17:00, with one hour for lunch, from Monday to Friday. Exceptionally, you may be required to work at different hours.

2.2. Salary

The gross salary will be IDR 17,976,094.75 (seventeen million nine hundred seventy-six thousand ninety-four Indonesian Rupiah and seventy-five cents) per month, upon which there will be applied the discounts stipulated by the Indonesian law.

3. Application requirements

3.1. Deadline: until December 23, 2024, at 11:00 a.m.

3.2. Requirements

The Applicant:

After meeting the requirements of local labor legislation, the following are requirements for hiring Local Assistants:

- in the case of Brazilians or third-country nationals, proof of regular residence status and legal permission to perform paid work, in accordance with local legislation;

- physical and mental fitness, proven by an official institution or physician indicated by the Representation promoting the selection;

- for the position of Administrative Assistant, certificate of secondary education or equivalent, in the country of origin of the supporting document;

- minimum age of 18 (eighteen) years;

- minimum 2 (two) years of experience as a Secretary;

- speak and write in Indonesian and English;

- certificate of good standing or equivalent document;

- legal conditions for attachment to the social security system of Indonesia;

- approval in a simplified selection process;

Brazilian candidates must present the following documents at the time of registration:

I - proof of discharge from Military Service and Electoral Court of Brazil;

II - declaration that he/she does not hold any public office, employment or function in Brazil or in the country where the Representation is headquartered;

III - negative certificate or corresponding document and declaration that he/she is not subject to administrative or criminal proceedings in Brazil or in the country where the Representation is headquartered; and

IV - present documentation proving his/her regular residence in Indonesia, as well as permission to perform work activities.

The expenses arising from the documentation and other procedures inherent to the simplified selection process will be borne by the candidate.

3.3. Address for submission of application form and other required documents

The applicant must submit, by December 23, 2024, at 11:00 — by email (brazilarmyattache@gmail.com) or in person at the Embassy reception (opening hours - Monday to Friday, from 9:00 to 14:00) — the original application form (available at the end of this Notice), duly completed and signed and your resume.

Brazilian Embassy
Wisma Mulia 2, 27th floor – 2701
Jl. Gatot Subroto No. 40, Jakarta Selatan, 12710

All correspondence related to this selection process must clearly contain the sender's name, address, telephone number and e-mail address.

Application Form – Administrative Assistant (Army Attaché Office)

4. Evaluation

4.1. Profile Selection (1st stage)

The Selection Committee will review the qualifications, profiles, and experiences of the applicants based on the documents submitted. The Brazilian Army Attaché Office shall not accept incomplete documents or documents delivered after the deadline.

The Selection Committee reserves the right to reject any applicant whose qualifications are not deemed compatible with the job on offer based on the documents submitted. The criteria to be analyzed include level of education and vocational training (including in languages other than Bahasa Indonesia and English), professional experience and recommendations from former employers.

4.2. Interview (2nd stage)

Candidates with approved resumes will be invited to take an oral test to prove their fluency, through an interview with an examining board set up for this purpose.

The interview will be conducted by the Selection Committee, in which proficiency and general knowledge of English and Bahasa Indonesia will be assessed.

The candidate will be invited by email and/or telephone to appear at the Brazilian Embassy in Indonesia.

Location: Brazilian Embassy
Wisma Mulia 2, 27th floor – 2701
Jl. Gatot Subroto No. 40, Jakarta Selatan, 12710

4.3. Qualification Test (3rd stage)

Candidates who pass the interview will be invited to take a written test.

The test will assess proficiency in Bahasa Indonesia and English and general knowledge relevant to the position.

During the test, no consultation or communication between candidates is permitted, nor will any type of equipment or consultation be permitted.

The test will last two hours.

The test is divided into two parts.

The first part will consist of 15 multiple-choice questions to assess knowledge of administrative matters and English.

The second part will consist of three written questions to assess the ability to translate a text from Indonesian into English, and the ability to respond appropriately to institutional emails.

Date: January 11, 2025, Saturday, 10:00 to 12:00

Location: Brazilian Embassy
Wisma Mulia 2, 27th floor – 2701
Jl. Gatot Subroto No. 40, Jakarta Selatan, 12710

There will be no second opportunity to take the tests, and candidates who do not attend will be automatically eliminated from the selection process.

5. Notification of hiring decision

The result of the selection process will be announced on January 13, 2025, and published at the Embassy's website (https://www.gov.br/mre/pt-br/embaixada-jacarta).

The successful candidate for the job and the reserves will be notified by email.

6. Medical Examination

To be hired, the selected candidate must present a certificate of physical and mental fitness, issued by a qualified professional in Indonesia. The costs arising from this requirement are the sole responsibility of the candidate.

7. Validity period of the selection process results

The results of the selection process will be valid for twelve (12) months after the publication of the results. During this period, other candidates considered qualified may be offered employment, when a vacancy occurs in the job category for which they applied.

8. Additional Information

Additional information, not included in this Notice, may be requested by email (brazilarmyattache@gmail.com).

Those interested in the job vacancy should send their application form (Application Form – Administrative Assistant - Army Attaché Office) and resume to brazilarmyattache@gmail.com.