View Vacancy - JKT - PA to UK Ambassador to ASEAN, AO

The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.
Foreign, Commonwealth and Development Office (Operations and Corporate Services)

Main Purpose of Job:

As a Dialogue Partner of ASEAN, the UK’s engagement with the bloc continues to increase. The UK Mission to ASEAN is looking for an organised, suitably qualified and professional Personal Assistant with excellent prioritisation and time management skills.

The job holder will mainly be managing the Ambassador’s diary, travel, accommodation, and daily transport programmes, organising meetings with internal and external partners, acting as a first point of contact by responding, passing on messages or highlighting them for the Ambassador’s or the team’s attention, organising events and conferences, implementing and maintaining procedures/administrative systems, liaising with staff and suppliers, collating and filing expenses of the Ambassador’s travel and Mission’s procurements, managing databases and filing systems, and providing support to the Ambassador on managing the residence. The successful candidate will have to be flexible and proactive, have good communication skills in English and an ability to establish excellent working relationships.
This is an excellent opportunity for someone looking to gain experience from one of the world’s leading foreign services in engaging one of the most important blocs in the world: ASEAN.

What will the Jobholder be Expected to Achieve:

  • Full secretarial and administrative support to the Ambassador, e.g., diary and inbox management, letter drafting.
  • Development of programmes for Ambassador’s visits across Southeast Asia, including all travel, media and visa arrangements.
  • Liaison on VIP visits to the ASEAN Mission, liaising with others across the British Embassy and ASEAN missions to ensure smooth planning and running of visits.
  • Supporting the Mission’s extensive social and corporate activities.
  • At least three (3) years’ experience in a Personal Assistant/Secretary role.
  • Excellent administration skills, prioritisation and organisational skills.
  • Proficiency in MS Office applications, use of email and the internet.
  • Fluency in written and spoken English and an ability to draft a wide range of correspondence.
  • Strong interpersonal skills, able to work with people of different levels and background.
  • A self-starter, able to work independently and on their own initiative to deliver high quality work to tight deadlines.

Language Requirements:

  • Language: English / Bahasa Indonesia
  • Level of language required: Fluent (written and spoken)
  • Understanding of ASEAN and multilateralism.
  • Experience in diary and visit management, ideally with an international organisation.
Making Effective Decisions, Managing a Quality Service, Delivering at Pace, Working Together
7 February 2023
Administrative Officer (AO)
Full-time, Permanent
39.5
Asia Pacific
Indonesia
Jakarta
British Embassy
1
IDR
IDR 8,421,732
3 April 2023

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.

Working patterns: Full time, 39.5 hours per week

This is a full time, permanent role with 3 months probation period.

Employment offers and start date 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 British Embassy Jakarta encourages all staff to develop their capabilities, through both formal training (courses) and informal opportunities (job-shadowing, coaching, on-the-job training etc). The majority of our formal learning and development opportunities are drawn from FCO resources. All staff are encouraged to share their skills and experience with colleagues, through informal training or coaching/mentoring.

Some evening and weekend work is required on occasion. Embassy Standard Terms and Conditions apply and provide for time outside of working hours to be compensated through Time-off-in-Lieu. The job may involve some travel, including to the UK, regionally and within Indonesia. A willingness and ability to travel is require.

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

The wider British Embassy Jakarta 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 jobholder 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.

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.

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.

This opportunity is closed to applications.