British Council Payband 4

Contract Type:
Fixed Term Contract for 1 year, with the possibility of extension

Location:
Jakarta, Indonesia

Closing Date:
12th October 2025

You must have the legal right to work in Indonesia at the time of application.

There is no relocation or sponsorship support.

Role Purpose

The Operations Executive plays a key role in supporting the achievement of our organisational goals by providing direct support to the Country/Territory Leadership Team and Country/Territory Director. The role is instrumental in the effective management of key relationships and in the efficient delivery of the Directorate's management responsibilities.
This is a combined role which provides both Executive Assistant support to the Country/Territory Director and support for a small-scale Programme of Cultural Engagement activity.

Accountabilities/Responsibilities

Support the Director in maintaining effective country/territory governance per British Council standards.

Meetings of the Country/Territory Leadership Team (CLT/TLT) are scheduled on a timely basis ensuring maximum participation. Proposed agenda items are collated, and final agenda agreed with Director and shared with participants no less than 3 days before each meeting.
Mandatory agenda items such as 'risk reviews', as advised by regional governance guidelines, are scheduled at appropriate times.
Actions from previous meetings are followed up with each action owner, in advance of the following meeting. Progress updates are recorded and shared with Director and Chair of meeting (if not Director) in advance of the following meeting.
Where hard copies are needed, contracts or other documents requiring Director signature are printed and returned securely to requester following Director signature. Support is given for coordinating Director's time for e-signing where this is required.

Lead logistics for large-scale meetings and coordinate programmes

Visit programmes reflect the quality and impact of our work
Briefing is coordinated with SBU input
Visitors receive up-to-date joining instructions, visitor notes and briefing as per corporate standards
Meeting venues and appropriate refreshments and meals are arranged within cost guidelines and in line with corporate standards
Hotel bookings are made as per country/territory approved supplier list
Meeting agendas are agreed and invitations sent, meeting arrangements put in place

Staff Engagement And Team Activities

Coordinate invitations and logistics for All Staff meetings and other staff engagement activities
Support people-related tasks for example coordination with local health provider, local government agencies where relevant) and supporting the country/territory leadership team with activities to address areas arising from the annual staff survey
Support the wider country/territory leadership team in communications for example outcome of pay awards
Liaise with Embassy for HMA's engagement with us and British Council participation in FCDO activities – for example vaccination programmes, KBP, guest lists for events

Calendar Management And Other Administrative Support

Coordinate the Country/Territory Director calendar and travel (in country/territory, UK and international)
Accompany the Country/Territory Director to meetings where appropriate and co-ordinate necessarily follow up action, providing cultural insight and language support as required.
Maintaining Director's calendar to help her/him make best use of their time; keeping abreast of key issues to filter and prioritise demands, ensuring important and urgent work is done or delegated as appropriate.
Ensure appropriate briefings, speeches and discussion documents as required are prepared in advance for the Country/Territory Director, including collecting briefings from colleagues for Director's external meetings or conducting internet research on partner/stakeholder's biographies or institutions

Supporting finance and procurement processes

Purchase Orders raised as requested by Director and appropriate SBU Lead, in line with corporate standards
Support the Director in the management of her/his specific budgets. Using reports provided by Financial Planning and Analysis (FPA) colleagues, ensures that the director reviews and checks these budgets on a monthly basis
Ensure relationships with vendors are maintained and payments are processed on time and in accordance with FABS on-line system (SAP Finance) guidelines.
Manage relationship with vendors and suppliers and holds them to account for delivering services.

Role Specific Knowledge And Experience

Minimum / Essential Requirements

Experience of working a supporting role
Administrative and financial administration experience
Confident user of information technology (Word; Excel; PowerPoint), Microsoft 365 functionality, ERP or SAP.

Desirable Requirements

Education and Qualification

Bachelor's degree in Secretary, Business Administration, International relation, or equivalent by experience

Language Requirement

The British Council systems and global processes operate in English. Written and verbal proficiency in English is required.