Jkt - Chief of Staff to His Majesty’s Ambassador

5 months ago

Jakarta, Indonesia Foreign & Commonwealth Office Full time

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)
- A degree with five ye

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