Political Cooperation Division 1 Officer

**Job Reference Number**:
PCD1/OFR/018

**Opening Date**:
17/04/2025

**Job Title**:
Political Cooperation Division 1 Officer

**Closing Date**:
04/05/2025

The Association of Southeast Asian Nations (ASEAN) was founded in 1967 with the purpose of promoting regional cooperation in Southeast Asia, in the spirit of equality and partnership and thereby contribute towards peace, progress and prosperity in the region. ASEAN comprises ten (10) countries in Southeast Asia, with Timor Leste as its 11th member with an “Observer” status. It was proclaimed a community through the “Kuala Lumpur Declaration on ASEAN 2025: Forging Ahead Together,” signed by the ASEAN Leaders during the 27th ASEAN Summit in Kuala Lumpur, Malaysia, in 2015. The ASEAN Community Vision 2025 calls for the ASEAN Community in forging ahead together, and to work towards building a community that is politically cohesive, economically integrated and socially responsible.

The ASEAN Secretariat was established in 1976 by the Foreign Ministers of ASEAN with the basic function of providing greater efficiency in the coordination of ASEAN organs and for more effective implementation of ASEAN projects and activities. It is also envisioned to be the nerve center of a strong and confident ASEAN Community that is globally respected for acting in full compliance with its Charter and in the best interest of its people.

**Remuneration and Benefits**:
**Responsibilities**
- Reporting to the Assistant Director/Head and Senior Officer of Political Cooperation Division 1, the Officer shall be responsible to:
**1. Provide technical and administrative support to the ASEAN bodies with respect to relevant meetings.**
- Provide the relevant documents and logistics for the meetings.
- Prepare and/or compile the relevant documents such as briefing notes, talking points, and presentations for the meetings.
- Take minutes and assist in the rapporteuring work in the meetings.
- Coordinate the follow-up actions and decisions.

**2. Provide support in managing the database of the Division’s information and documents.**
- Maintain and regularly update the Division’s information and document database using the ASEAN Secretariat’s Knowledge and Document Management System (KDMS).
- Organise and archive official records, meeting documents, briefing notes and talking points, and correspondence, among others.
- Facilitate information sharing within the Division and with other ASEAN Secretariat Divisions.
- Provide support in internal audits and reviews by ensuring document trails are complete and well-maintained in the KDMS.

**3. Provide technical and administrative support with respect to the implementation of programmes and projects in the area of political cooperation.**
- Liaise with relevant ASEAN Sectoral Ministerial Bodies (ASMBs) through relevant ASEAN Secretariat Divisions, as well as ASEAN Member States and Timor-Leste on projects and activities in the area of political cooperation.
- Participate in and provide technical and support for the implementation of projects and activities in the area of political cooperation.
- Assist in appraising projects, as required.

**4. Coordinate with all relevant ASEAN Secretariat Divisions.**
- Compile relevant papers/information from ASEAN Secretariat’s Divisions for the Meetings of the ASEAN Summit, ACC, CPR and their respective subsidiary bodies.
- Coordinate the required follow-up actions of the relevant Divisions.
- Complete other tasks relevant to the work of the Division, when necessary.

**5. Facilitate the requests of ASEAN Member States as required.**
- Respond to and support document and data requests from ASEAN Member States and Timor-Leste in a timely and accurate manner.
- Compile data for reference.
- Support the preparation of custom briefing materials, document sets, and follow-up reports based on Member States’ requests.
- Prepare, compile and maintain data records and documentation of the activities, decisions and initiatives related to the area.**

**Qualifications**

**- **Advanced degree in International Relations, Political Science or an appropriate related field or discipline or Bachelor degree in the afore-mentioned fields or discipline with a minimum of two (2) years of relevant work experience in a technical role.**:

- **Demonstrated knowledge in policy, research and technical skills in the relevant area and the ability to acquire them.**:

- **Demonstrated ability to plan and organise tasks and work flows, with proven ability for accuracy under pressure and adherence to deadlines.**:

- **Demonstrated commitment to collaborative work practices.**:

- **Proven skills in problem solving in a complex organisational environment and in work planning.**:

- **Ability to multi-task, work long and irregular hours, perform tasks outside the usual job scope, and willingness to travel frequently on short notice.**:

- **Good command of English, written and spoken.**:

- **Competency in computer skills with adequate