Foreign, Commonwealth and Development Office (Policy & Political roles)
Private Office
Main purpose of job:
The British Embassy Jakarta – including Bali Consulate and regional outreach teams (the UK’s “Indonesia Network”) – is part of a world-wide network of 270 Diplomatic Posts, representing British political, economic, commercial and consular interests overseas. We are currently recruiting for a full-time Executive Assistant to the Deputy Head of Mission (DHM).
A key member of the team supporting Senior Management at post, the jobholder will provide secretarial support to the DHM, managing his/her schedule, meetings, briefing, travel and budget. Because the DHM interacts with all parts of the Indonesia Network, the job is cross-cutting, varied and stimulating.
Roles and responsibilities / what will the jobholder be expected to achieve?:
- Provide full secretarial support (diary and schedule) e.g. manage the calendar (in Outlook), organise meetings (sometimes coordinating briefing beforehand), draft letters and minutes, field phone calls and maintain a contact database. The DHM’s budgets include travel, entertainment and other representational duties.
- Admin tasks include backup and filing of hard copy and electronic documents (helping the DHM exploit the full functionality of Office 365); sorting and distributing relevant incoming mail; and preparing reports, letters, memos, invitations and Notes Verbales.
- Support DHM oversight of corporate affairs across the Embassy, working closely with the Embassy’s Corporate Services Team and with groupings such as the “People Stuff” Committee (morale, values and work-place communications).
- Participate in the Embassy’s crisis response e.g. after natural disasters.
- Provide cover for the Ambassador Executive Assistant and Diary Manager. Other tasks as assigned by line manager
Resources managed (staff and expenditure):
No line management responsibility; managing DHM’s budget
- A degree plus three (3) years’ experience in a team support, PA or Secretarial role.
- A successful track record with another foreign mission / international organisation or large commercial company.
- Excellent administrative skills, including proficiency in Microsoft Office applications, use of email / internet / WhatsApp; and ability to write effectively.
- Ability to work independently and on your own initiative to deliver quality work to tight deadlines.
- Excellent communication and interpersonal skills, including both written and spoken English.
- Proficiency in Bahasa Indonesia
Seeing the Big Picture, Making Effective Decisions, Collaborating and Partnering, Delivering at Pace
1 April 2021
A2 (L)
Full-time, Permanent
39.5
Asia Pacific
Indonesia
Jakarta
British Embassy
1
8,421,732
16 May 2021
The British Embassy/Consulate 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
No accommodation or relocation expenses are payable in connection with this position.
Employment offers are subject to successful clearance of pre-employment checks. In relation to this, the successful candidate will need to arrange for his/her own Police Certificate.
The Embassy has an active L&D Committee which works hard to provide a comprehensive L&D offer. There are a wide range of options available for personal development including training courses, coaching and mentoring, job-shadowing, presentations and learning sets. Staff have access to a wide variety of online resources through the Diplomatic Academy and Civil Service Learning. Staff are strongly encouraged to take advantage of all the available opportunities. The job-holder will be required to take some specific training courses related to their role. All new staff undertake a workplace induction and there are a number of mandatory e-learning courses covering areas such as diversity, health and safety, and information management.
Employees who are not liable to pay local income tax on their Mission salary may have their salaries reduced by the equivalent local income tax amount.
Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.
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.
Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.
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.
To help us with our recruitment effort, please indicate on the application form /in your cover letter where (ngotenders.net) you saw this job posting.