Main Purpose of the Job:
Support the Ambassador in delivering the Embassy’s business plan and objectives.
Main duties and responsibilities
- In close liaison with the Ambassador, commission and track actions, manage workflow, communicate internally, and provide advice on policy and management issues.
- Act as ‘Secretary’ to Embassy committees including issuing meeting notices, planning agendas, taking minutes, tracking follow up (weekly Team Leaders meeting, Post Management Board, Crisis Committee, etc). Maintain Embassy wide ‘forward look’ grid.
- Manage the Ambassador’s schedule, outward visits and local events with the Personal Assistants. Oversee programmes for visitors from London and overseas. Prepare briefing papers and visits programmes. Liaise with external partners, responding to invitations and correspondence, and sending note verbales
- Lead the management support team including managing two Personal Assistants (one for Ambassador and one for Deputy Ambassador) and one intern. Work closely with other members of Management Support Team e.g. Residence Manager (Residence staff) and Security team. Manage the Ambassador’s budget. Provide cover for PA to the Ambassador and PA to Deputy Ambassador in their absences
- Manage special projects; participate in the Embassy’s response to crisis situation; and help organise the annual Queen’s Birthday Party.
Key requirements for the role
Essential:
Essential:
- A degree (preferably at Master Level) plus ideally three (3) years experience
- A proven track record of working with foreign mission or international organisation / companies.
- Excellent organisation skills.
- 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.
- Experience in managing small team.
- Some knowledge in managing protocol events.
- Good understanding of Bahasa Indonesia.
Key Competences required
- 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 Special Assistant 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.
