Administrative Assistant

About the role

The Embassy of the Federal Republic of Somalia is seeking a dedicated Administrative Assistant (Local Staff) to join our team on a full-time basis.

This role provides administrative support and coordination and is essential to the smooth functioning of the Embassy. The position involves managing daily administrative tasks, supporting institutional engagement, and liaising with government officials, educational institutions, commercial partners, and relevant agencies, including coordination of protocol and airport arrangements.

The role plays a key part in supporting the Embassy’s objectives in diplomatic, commercial, and protocol activities.

What you'll be doing

• Manage general administrative tasks, including scheduling, correspondence, filing, and record-keeping

• Support institutional engagement and liaise with government officials, educational institutions, commercial partners, and relevant agencies, including coordination of protocol and airport arrangements

• Handle inquiries and assist with student, scholarship, and academic-related matters discreetly

• Support the day-to-day schedule of the Head of Mission, including meetings and official engagements

• Maintain accurate records and documentation related to institutional engagement, education initiatives, business coordination, government liaison, and protocol

• Assist in the preparation of reports, briefing notes, official letters, and submissions

• Manage office logistics, supplies, and administrative systems to support daily operations

• Support data entry, database management, and information organization

• Provide general administrative support to the Embassy team as required

What we're looking for

• Proven experience in an administrative or coordination role, preferably within an embassy, international organization, or government sector (3–10 years)

• Strong proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and office management systems

• Excellent organizational and time-management skills, with the ability to manage multiple priorities effectively

• Strong written and verbal communication skills in English and Bahasa Indonesia, particularly for official correspondence, government liaison, and institutional coordination

• Ability to work professionally with government ministries, officials, universities, commercial partners, and external stakeholders

• High level of discretion, reliability, and professionalism when handling official and sensitive information

• Basic understanding of education systems, institutional cooperation, business coordination, protocol, and airport procedures is highly desirable

• Knowledge of, or willingness to learn about, diplomatic missions and embassy operations