Main Purpose of Job:

This is a great opportunity to support and coordinate delivery of the £25m Economic Integration Programme (EIP), led by the Foreign, Commonwealth & Development Office (FCDO), which aims to foster economic growth across the Association of Southeast Asian Nations (ASEAN) region. UK Mission to ASEAN (UKMis) in Jakarta is seeking a talented and enthusiastic programme support officer to support and coordinate delivery of the bilateral/regional Regulatory Reform pillar.

The Regulatory Reform pillar is led by the Office for Product Safety & Standards (OPSS), which is part of the Department for Business and Trade and aims to support regulatory reform to facilitate trade and economic activity with ASEAN member states. The regulatory reform pillar is made up of 4 workstreams; Intellectual Property, Standards and National Quality Infrastructure (NQI), Better Regulation and Consumer Product Safety and e-commerce. This role will be expected to work across and support delivery of all 4 workstreams. 

The role will work closely with UK Government colleagues in the region and UK, programme delivery partners, ASEAN member state Governments and the ASEAN Secretariat. The successful candidate will play a critical part in managing and supporting delivery of the 4 regulatory reform pillar workstreams. You will be responsible for supporting on all aspects of programme delivery – including developing and maintaining the programme plan, managing the programme finances, liaising with delivery partners, programme reporting and supporting with meeting and event coordination. 

Whilst, the successful candidate will be based in Jakarta, they will be supporting delivery of activities across the whole of ASEAN. Some travel to other ASEAN countries may be required.

What the Jobholder will be Expected to Achieve:

Planning and Scheduling

• Develop and maintain programme plan for local delivery across all four workstreams working closely with UK based teams to align delivery
• Identify and report on key milestones and overall delivery progress
• Support coordination of delivery across all 4 workstreams, avoiding overlaps and ensuring complementary activities
• Responsible for booking and organising events to facilitate meetings, workshops and training, within budgets provided, ensuring good value for money.
• Oversight of events being delivered by the OPSS, Intellectual Property Office (IPO) and British Standards Institute (BSI) across the four pillars and deconflicting when necessary
• Lead on producing status reports highlighting delivery progress, risks, issues and financial spend

Financial Management

• Support delivery partners to develop a financial profile for programme delivery
• Assist with monitoring of programme spend against financial profiles and contribute to the compilation of budgets and reporting
• Processing invoices, contracts and producing purchase orders as required, liaising with the UK team for processing guidance
• Responsible for managing personal expenses, remaining within budgets provided, when travelling on duty or attending meetings/events.
• Access to team GPC for programme related expenditure, ensuring usage aligns with value for money

Stakeholder Management

• Build and maintain strong relationships with delivery partners (BSI, IPO and Competition and Markets Authority), using negotiation and influencing skills to holding them account for timely delivery
• Providing timely information on delivery progress to the G7 ASEAN Senior Attaché and escalating any risks or issues and recommended courses of action as required
• Be a key contact for the ASEAN secretariat and FCDO on programme related queries
• Support co-ordination with other donors and delivery agencies including co development of logistics to support events.

Business Support

• Responsible for project file management using robust version control and responsible for the storage/ownership of intellectual property developed
• Organise and support delivery of key programme meetings, events and workshops and provide secretariat support (preparing paperwork, note taking, maintaining action logs) where required
• Ensure appropriate use of team government procurement card (GPC) in line with value for money requirements
• Supporting the G7 ASEAN Senior Attaché and HEO Attachés as required
• This list is not exhaustive; you may be required to carry out additional duties according to business need.

Resources Managed (staff and expenditure): 

• This role has no line management responsibility at present
• Whilst this role has no formal budget management responsibility, the role holder will be responsible for booking and organising events on behalf of the budget holder which will involve managing and monitoring expenditure

• Previous project/programme management experience or experience of working in a project/programme environment
• Able to work independently and in a team
• Strong communication skills, both verbally and in writing
• Able to engage and build credibility with a diverse range of international stakeholders
• Organisational and time management skills and ability to prioritise tasks to meet deadlines
• Ability to travel if needed

Language Requirements: Fluent English