Main Purpose of the Job:
Provide secretarial support to the British Ambassador to Indonesia.
Main duties and responsibilities
- Provide full secretarial and admin support (diary and schedule) to the Ambassador e.g. manage the diary, draft letters and minutes, organise meetings, and fielding phone calls. Monitor the Ambassador’s budgets and maintain contact database.
- Responsible for the Ambassador’s outward programmes (visit and travel) including travel bookings (flight and accommodation) in Indonesia and beyond, arrange meetings and invitations. Manage and prepare for Inward visits and events, work closely with the Embassy Visit Officer, Close Protection Team, Drivers, and Residence Manager. Organise the Ambassador’s representational events (Breakfast, Lunch, Dinner, Supper, Reception, Meetings) and work closely with the Residence Manager and other Residence staff – including supporting wider Embassy events.
- Work with the Management Support Team to provide additional administrative support including but not limited to arranging calls, travel bookings, support and assist with visits planning.
- Assist with Ad Hoc projects/events as directed by the Ambassador and the Deputy Head of Mission and any other tasks as assigned by line manager. Contribute to the delivery of Queen’s Birthday Party; participate in the Embassy’s response to a crisis situation.
- Provide cover to the Deputy Head of Mission’s Personal Assistant.
Key requirements for the role
- A degree plus at least two (2) years experience in a team support or Personal Assistant/ Secretary role.
- A proven track record of working with foreign mission or in an international environment.
- Excellent administrative skills, including proficiency in Microsoft Office applications, use of email, the internet, and ability to write effectively.
- A self-starter, able to work independently and on their own initiative to deliver high quality work to tight deadlines;
- Excellent communication and interpersonal skills, including both written and spoken English;
- Fluent Bahasa Indonesia is desirable
- Seeing the Big Picture
- Making Effective Decisions
- Managing a Quality Service
- Collaborating and Partnering
- Delivering at Pace
Competitive salary
Leave: 25 days per year plus Public Holidays
Medical benefit (medical insurance)
Access to extensive learning and development opportunities
No accommodation or relocation expenses are payable in connection with this position. Applicants
must have work authorisation for Indonesia in order to apply or if not an Indonesian national,
sponsorship can be provided.
Employment offers are subject to successful clearance of pre-employment checks. In relation to this,
the successful candidates will need to arrange for their own Police Certificate.
To Apply:
Interested candidates should forward the following on or before 24 June 2015 to
Indonesia.Recruitment@fco.gov.uk
1. An updated Curriculum Vitae (CV).
2. The completed Application Form which can be downloaded from our website at
https://www.gov.uk/government/world/organisations/british-embassyjakarta/about/recruitment
Please include your name and job reference PA to HMA in the email subject heading.
Interviews will be held during the week of 13 July 2015 and the successful candidate is expected to
start as soon as possible.
Please note that incomplete applications will not be taken into consideration. We regret to advise
that only shortlisted candidates will be contacted.
Staff recruited locally by the British Embassy in Jakarta is subject to Terms and Conditions of Service
according to local Indonesian employment law.
The British Embassy is an equal opportunities employer, dedicated to inclusivity, a diverse workforce,
and valuing difference.
