British Embassy
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View Vacancy – JKT – Logistics and Protocol Manager, EO
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Foreign, Commonwealth and Development Office (Operations and Corporate Services)
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Protocol, Visits and Events
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Main Purpose of Job:
The British Embassy in Jakarta is part of a world-wide network, representing British political, defence, economic, trade, and consular interests around the world. We are seeking a dynamic Corporate Services Manager to manage our day-to-day Embassy operations in Protocol, Logistics, and Transport issues.
The role forms a key part of the Corporate Services provision at Post. Reporting to the Head of Corporate Services, the job holder will actively lead the Logistics, Protocol and Transport team in delivering a wide range of services. These include assisting with diplomatic arrivals and departures, official transport, HMA travel, customs clearance, diplomatic visa and ID card provision/ advice. The jobholder will need to maintain good working relationship with government stakeholders to seek and exchange information, clarifying points related to policies, answering queries about the interpretation of guidance and deal with more complex concerns.
The jobholder will have an exciting opportunity to develop himself/herself further utilising Embassy global network, working closely with Indonesian Ministries and agencies as well as UK Ministries and Regional Hubs. The jobholder must have a professional approach, as well as the ability to communicate in English with clarity, ideally in writing and in person. The successful candidate will need to have good analytical, interpersonal skills, possesses customer services mind-set and be open to helping, supporting colleagues and answering questions they may have. The role will involve some domestic travel as needed.
This is a permanent position with a 3-month probation period.
What the Jobholder will be Expected to Achieve:
Management of all logistics and protocol team functions (70%)
- Data collection and analysis of the Embassy operations.
- Providing permits and visa related advice to UK-based officers.
- Overseeing the exports and imports of Embassy-related items.
- Building and maintaining solid relationships with working level government institutions (Ministry of Foreign Affair, Customs Agencies, Airport Authorities, etc), commercial third-party suppliers, and internal stakeholders. Through these relationships, the jobholder is expected to be up to date with latest policy changes, able to interpret guidance, and seek clarification to these stakeholders to help with more complex operational issues to ensure smooth delivery of logistical and protocol objectives.
- Line management of 2 Corporate Services Officers and providing Quality Assurance for 10 others, which includes managing the team’s workload, ensuring workflows and SOPs are implemented within the team.
- Ensure continuous improvement of processes and sufficient resilience so that all team members are able to provide cover as needed.
- Build on existing contacts to create a network across posts, and with other peer embassies, ensuring the team learn from best practice. Drive forward capability and knowledge across the team by empowering and supporting development.
Crisis Management (20%)
- Act as Crisis Operations Team Leader, including attending crisis meetings and training, updating crisis lists, providing training to Logistics team members etc.
- Maintain oversight and management of all crisis storage rooms/ outbuildings across the Embassy, including crisis and corporate services stores and stock.
Support to the Head of Corporate Services (10%)
- Provide assistance on a variety of corporate matters. Ensure corporate compliance within the logistics and protocol team.
Resources Managed (staff and expenditure):
- Line manage 2x AO
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- Previous experience of working in an Embassy/ Logistics environment
- A proactive approach and ability to work with others to simplify processes and improve efficiency
- Attention to detail and excellent problem-solving taking into account potential immediate and longer term scenarios
- Strong interpersonal skills and ability to develop relationships and networks, particularly with government agencies
- Ability to follow things through, including through delegation, and ensuring work is completed to the required standard
Language Requirements:
- Essential: Fluent English speaking and writing skills
- Desirable: Fluent Bahasa Indonesia speaking and writing skills
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- Experience in leadership positions (extra-curricular or work)
- Experience working in a customs agency/ airport authority
- Experience in managing budgets
- Bachelor’s degree from reputable university (top tier in Indonesia or international university)
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Changing and Improving, Communicating and Influencing, Making Effective Decisions, Working Together
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4 August 2024
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Executive Officer (EO)
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Full-time, Permanent
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39.5
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Asia Pacific
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Indonesia
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Jakarta
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British Embassy
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1
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IDR
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IDR 15,389,102 per month
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7 October 2024
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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: 8:30 AM to 5:00 PM from Monday to Friday. The team operates a ‘core hours’ policy of 10:30AM to 2:30PM with individual flexibility around that and we are open to requests to work condensed hours, subject to business need.
British Embassy 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.
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.
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.
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.
The FCDO also operates an agile workforce. To facilitate this, you may be required to undertake other duties from time to time as we may reasonably require.
Learning and Development Opportunities (and any specific training courses to be completed):
We place a strong emphasis on learning and development. You will be encouraged to undertake developmental training and get involved in corporate activities. You will have access to existing and new Corporate Services L&D as well as wider job-relevant IT L&D and support for your own personal development.
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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.
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Jakarta
To apply please copy and paste this link: https://fco.tal.net/vx/appcentre-ext/candidate/jobboard/vacancy/1/adv/
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