JKT - Chief of Staff to His Majesty’s Ambassador, HEO

Job Description (Roles and Responsibilities) 1

Main purpose of job:

The British Embassy in Jakarta is part of a world-wide network of 270 Posts, representing British political, defence, economic, trade, and consular interests around the world. We are seeking a dynamic Chief of Staff to His Majesty’s Ambassador to support the Ambassador in delivering the Embassy’s business plan and objectives.

The jobholder will sit at the very heart of the Embassy operation, providing advice and guidance directly to the Ambassador on a wide range of issues, and helping to coordinate across Embassy teams to ensure decisions are implemented and instructions are followed. The job holder will need to engage with Indonesian ministries, agencies, politicians, businesses, embassies and well as UK government departments and regional hubs.

The Chief of Staff will be the central coordinator, the hub through which all parts of HMG on the platform work and the crucial communication channel for HoM and DHM between internal and external partners and stakeholders. This is a busy but exciting and hugely rewarding job, offering a real insight into high level decision-making and chance to suport the growing UK-Indonesia partnership.

The jobholder must have a professional and can-do approach, planning ahead and ensuring actions are followed-up, and that the Embassy governance functions are fully effective. The Chief of Staff will be supporting senior management decision making through the provision of briefings, presentations and the compilation of written reports with appropriate recommendations. Strong communication skills (English and Bahasa Indonesia) and in-depth analysis to identify the underlying issues are important. The role will involve some travel.

Roles and responsibilities / what will the jobholder be expected to achieve:

The main purpose of the role is to provide and oversee all aspects of the Ambassador’s professional “life support”, ensuring that appointments, events, briefing and administration are in place, with systems and processes running smoothly, to enable the Ambassador to perform effectively in his role.

• Be a contact point for the Ambassador in coordinating on policy and other related matters internally. Proactively advise on policy and management issues. In close liaison with the Ambassador and Team Leaders, commission and track actions, manage work priorities, communicate internally and with external counterparts. Prepare and do the quality control of briefing papers and visit programmes. Act as ‘Secretary’ to Embassy committees including issuing meeting notices, planning agendas, taking minutes, tracking follow up. Liaise with external partners, responding to invitations and correspondence. Involved in providing more complex information, negotiating changes, securing agreement to proposed actions and providing advice to senior grades on the effects of policy and operational changes. (35%)
• Understand the complex Indonesian bureaucracy and key actors within the Indonesian government, politics and business. Set out an engagement strategy for the Ambassador across variety of sectors. Build and maintain a network of key contacts in private/executive offices and ministries through whom to access senior Indonesian politicians and business people. (20%)
• Lead and manage the senior management support team including the Executive Assistant (EA) to the Ambassador, the EA to the Deputy Head of Mission and the Residence Manager (who in turn supervises the Residence staff). Liaise with the Ambassador’s Security team. Manage the Ambassador’s budgets (travel, entertainment and oversee Residence budget). Provide cover to the EA to the Ambassador and the EA to the Deputy in their absences. (20%)
• Set out the Ambassador’s travel plan within and outside Indonesia. In collaboration with the EA to the Ambassador, manage the Ambassador’s schedule, outward visits and local events. Oversee programmes for visitors from London and overseas. Maintain a strategic overview of key priorities and upcoming issues (e.g. ministerial visits), ensuring a proactive and planned approach, with logistics, briefings and expectations set in a timely and professional manner. (15%)
• Manage ad hoc projects in support of the Ambassador’s priorities; participate in the Embassy’s response to the crisis situation; help organise the annual King’s Birthday Party and other events as needed. (10%)

Resources managed (staff and expenditure):

The Chief of Staff will oversee HMA’s budget and be a line manager to EA to HMA, Residence Manager and EA to DHM.

Essential qualifications, skills and experience 1

• Line management experience
• 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 and Bahasa Indonesia)
• Excellent organisation and administrative skills, including proficiency in Microsoft Office applications, email, internet and knowledge/understanding of social media
• A degree with five years’ work experience at a minimum
• A valid Indonesia work permit/visa

Desirable qualifications, skills and experience 1

• Relevant degree i.e. International Relations, Economics, Development, Business.
• A proven track record of working with a foreign mission or international organisation/company
• Interest in international and foreign affairs
• Knowledge in managing events
• Knowledge of protocol issues

Required behaviours 1 Seeing the Big Picture, Making Effective Decisions, Delivering at Pace, Leadership, Communicating and Influencing, Working Together Application deadline 1 16 February 2024 Grade 1 Higher Executive Officer (HEO) Type of Position 1 Full-time, Permanent Working hours per week 1 39.5 Region 1 Asia Pacific Country/Territory 1 Indonesia Location (City) 1 Jakarta Type of Post 1 British Embassy Number of vacancies 1 1 Salary Currency 1 IDR Salary 1 IDR 26,111,899 per month Start Date 1 15 April 2024 Other benefits and conditions of employment 1

The British Embassy Jakarta offers a competitive remuneration package including:

• Annual leave entitlement of 25 days per year
• Medical benefit (medical insurance)
• Access to extensive learning and development opportunities

Working Patterns:

Normal working hours are 39.5 (gross) per week: 7:30 am to 4:00 pm Monday to Thursday and 7:30 am to 1:00 pm on Fridays.

BE Jakarta supports and promotes flexible working as a crucial part of our inclusive offering and is committed to staff maintaining a healthy work-life balance. The role is suitable for some remote working, and members of the team tend to work from home around 2 days a week.

Open to permanent residents or those with right to work. Interstate applicants will be required to meet their own travel and relocation expenses. No accommodation or relocation expenses are payable in connection with this position. All candidates must be legally able to work and reside in the country of the vacancy with the correct visa/work permit status or demonstrate eligibility to obtain the relevant permit. The Embassy will sponsor the visa applications for non-Indonesian candidates should they be selected for the role based on the sift and interview process.

Staff recruited locally by the British Embassy are subject to terms and conditions of service according to local Indonesian employment law.

Employment offers are subject to successful clearance of pre-employment checks. Staff recruited locally by the British Embassy Jakarta is subject to Terms and Conditions of Service according to local employment law. In relation to this, the successful candidate will need to arrange for his/her own Police Certificate.

The British Embassy is an equal opportunities employer and does not discriminate on grounds of ethnic origin, race, religious beliefs, age, disability, gender or sexual orientation.

Learning and Development Opportunities (and any specific training courses to be completed):

The British Embassy has a strong L& D culture and encourages all staff to take advantage of the opportunities on offer.

The British Embassy Jakarta offers:

• Compulsory online training courses including Diversity and Inclusion, data protection, safeguarding, and security.
• Additional online courses provided by the UK Diplomatic Academy on a wide range of hard and soft skills such as Leadership and Management, Programme Delivery, International Affairs, public speaking, etc.
• The British Embassy Jakarta has an active L&D Committee and offers a wide range of in-house training and funding for external training on policy and programme work.

Additional information 1

Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline."

Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.

We advise you to allow enough time to complete and submit your full application since only applications completed and submitted before the deadline will be considered.

Note: All applicants are required to mandatorily fill the online application form completely including the employment and educational details, experience, professional skills and behaviour-based questions. We will be thoroughly reviewing the applications and incomplete form in any respect may not be considered while shortlisting for the next stage.

Only shortlisted candidates for interview will be contacted. Interviewees will be assessed on the core behaviours/qualifications listed above. Unsuccessful candidates will be notified via the system in due time. Appointable candidates who were unsuccessful may be placed on a ‘reserve list’. If during the reserve period of 6 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.

To ensure a successful application it is important that you explain how you demonstrate these behaviours, including through your experience. You are strongly advised to read the Success Profiles Civil Service Behaviours Framework, which provides detailed guidance on how the behaviours are defined.

Applicants are encouraged to use the STAR (Situation, Task, Action, Result) format to prepare specific examples of when they have demonstrated these behaviours in their application. Using the STAR format to provide evidence of your skills and experience in your application and at interview helps to give a structure. You briefly describe the situation in which you showed the behaviour, and then explain your task in addressing the situation, what action you took and the result of this.

For inclusivity and diversity, please remove the following personal information when uploading your CV: name, address, email address, age, date of birth, gender and nationality.

The start date mentioned in the job advert is a tentative start date and the successful candidate will be required to undergo security vetting procedures. Any offer of employment will be subject to the candidate achieving suitable clearances.

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.