Communication & External Affairs Manager

Purpose/Role of the job

This role will be based in Merak Plant, reporting to president director and plant manager:

• To support safe operations of Merak plant through strong CSR activities/engagement with local community or local government bodies. Internally, the role will support plant manager in internal general affairs, contract management and activities.
• To develop, implement and improve internal communications, employee engagement and a stronger leadership safety culture through a robust communication action plan. To build and execute relationship strategy within stretch budget environment to key government bodies (especially policymakers), politicians and influencers in order achieving IAI business objectives (growth agenda, profitability, sales/marketing goals). Develop and execute strategies for company to mitigate policy risks to the business, as well as advance strategic business opportunities. This position will also manage company’s participation in strategic business associations and coalitions in Indonesia.

 

Environment/Context/Complexity of the job

• Need to coordinate and manage various activities within Indonesia both in Jakarta and Merak, thus need to manage different type of engagement (government/b2b vs local community). The role requires high adaption skill to use the right style and persuasion. There is also dependency to government/political/local community situation to complete task effectively
• Need to take into consideration the varying objectives of different stakeholders internally vs externally (government/local community – and respective industries/associations)
• Internal: contribute to IAI growth strategy/business agenda. Collaborate with global communication, president director, plant manager, and HR.
• External: engage the right government bodies to position the company correctly to achieve business agenda. Indonesia ranks #102 (of of 180) in the 2020 Corruption Perceptions Index, the role relationship/engagement shall operate within the value of anti-bribery and corruption.

 

 

Responsibilities/Accountabilities of the job

 

Permit & Building/Facilities Management

 

Key Activities:

Managing contract of transportation (light vehicle) and INEOS building/facilities management (Gardening, building repair, office facilities). Execution of the contract will be dispersed to others accountable parties. Own the relationship with the service provider – e.g., if there are any discrepancies between contract and execution/implementation. Procurement will always support during contract negotiation and KPI assessment.

 

Key Outcomes:

• Annual contract review and renewal – together with procurement and necessary department.
• Review and monitor contract implementation and budget – weekly to monthly.
• Provide continuous improvement initiatives aiming efficiency.
• Providing leadership coaching, setting up procedures/guidance to executor:
• Transportation: Team Assistant & dispatcher of service provider Jakarta & Merak
• Gardening, building repair, office facilities
• Merak canteen management
• To support government relation activity related to license to operate

Local Corporate Social Responsibilities (CSR)

 

Key Activities:

• Supporting plant manager in creating positive relationship with local community. Drive and build annual CSR agenda, including execution/implementation.
• Act as main point of contact regarding community proposal or grievance.

 

Key Outcomes:

• Annual CSR agenda, budget and execution e.g. local community/businesses empowerment, any charity/donation request, events related to big religious holiday, etc.
• Support plant manager in coordinating un-used assets/material e.g. scrape auction involving local community, valuable non-hazardous waste auction.
• Maintain positive relationship with local community and associations. Supporting plant manager to manage community grievance risk to the plant operations.

Communication

 

Key Activities:

• Identify and evaluate public/government policies in alignment with IAI business goal and agenda.
• Conceptualize and implement communications measures, such as events, industry target group events, promotions, fairs and exhibitions, trade press releases and online activities.
• Plan marketing communications measures for the Company based on product, industry, and customer strategies.
• Developing, implementing, and measuring success of the communications action plan.
• Maintaining in-depth knowledge of key issues that have potential impact on company/business reputation and working closely with other functions such as Commercial, Plant Manager and HR to drive internal engagement and external agendas as mentioned above and supporting developing our culture around Mindsets
• Managing a communications and engagement budget for materials and supporting events.
• Planning, writing and production of communications plans and materials for business projects and activities.
• Preparing internal publications and other internal communications such as employee announcements, townhall, safety & business updates, IAI website and business & people surveys.
• IAI website: managing and ensuring the content is relevant, up to date, and in line with strategic deliverables and continually enhanced to enable the site to modernize.

 

Key Outcomes:

• Creating and sustaining recurring communications on what key new activities are emerging on various teams and projects, supporting managers, and creating materials to support team agendas to foster engagement.
• Member of ELT and participle as necessary in the LT meeting. Leading the organization and Employee Forum creating compelling messages and agenda for the ELT as well as other forums and identify communication opportunities to enhance what we do today.
• Effectively utilizing all avenues of communications to ensure appropriate audiences have reasonable opportunity to access communication messages
• Managing and implementing group communications and engagement events, including but not limited to, Town Halls, lunch & learn and focus group sessions
• Assuring that email communications to employees are consistent and comply with INEOS capital/global policies and procedures and brand guidelines
• Being aware of group communications initiatives that could impact employees, and ensuring efficient roll out to the business unit
• Managing relationships and overseeing projects with external communications vendors; Draft press releases and briefing documents for clearance by internal and external stakeholders before publishing and attend to relevant media inquiries. Coordinate briefing documents for media interviews, top management speeches, etc.
• Implementing and managing brand activities, community relations and engagement plans enhancing Company’s reputation to aid in the attraction and retention of high-quality staff for talent pipelines and promotion of diversity.
• Role may require membership of the Site’s Incident Management Team – refer to the IMT role mapping document, serving as communications and engagement advisor during emergency response situations.
• Lead by example as a role model for IAI leadership values and behaviors and Mindsets to foster the development of a diverse and inclusive environment, with a strong 'speak up' safety and operating culture.

 

Government Relations

 

Key Activities:

• Maintain and support strategies regarding IAI approach towards government relations and public policy. This includes improve the cooperation and synergy between IAI and government bodies.
• Developing, coordinating, and maintaining a communication network with stakeholders throughout the company who have some involvement in public policy & gov. relations matter.
• Analyzed and assesses relevant state and local policies trends

 

Key Outcomes:

• Well understand and follow the established processes, policies, standards, and procedures to assure compliance with corporate and regulatory policies and standards.
• Seek collaboration with government and public affairs stakeholders that is aligned with business objective
• Maintain appropriate corporate membership opportunities in industry associations/coalitions on behalf company, and ensure high judgment, high integrity among external consultants.
• First responder during government down raid and continue with necessary follow-up actions in alignment with Company’s activities and values.
• Ensure all our licenses to operate is well maintained, updated, and valid.
• Ensure no external and social disruption to plant operation through effective external affair activities.

 

 

This position would also manage activities included but not limited to:

• Facility management: manage land, gardening, and building maintenance and cleanliness, coordinating with vendors and service providers, e.g. rubbish handling at SWI, managing cleaning service vendors, focal contact for other company assets (AMI Graha), Land & building taxation handling, etc.
• Managing company permits in connections with license to operate, e.g. SWI permit, KLHK reinforcement letter, BKPM, etc.
• Company event coordination: Plan and organize company event, e.g. family gathering, religious event, sport & leisure activities, etc
• Transportation Management: manage employee transportation and transportation assets maintenance, e.g. ambulance, fire truck, operational cars, etc. including handling the vehicle registration
• Budget Management: responsible for budgeting for general affairs activities and monitor expenses
• Community management: Build good relationship with local community, establish community engagement strategies, and coordinate corporate social responsibilities activities
• Visitor handling: manage process and practice involved in welcoming and managing visitors in plant, e.g. reporting foreigners to local immigration, ensure dawn raid procedure implemented, etc.
• Handling redundant asset and equipment scrap

 

 

 

Main contacts/Interfaces

Merak CSR

Frequency of contacts: Regularly

External vendors

Frequency of contacts: regularly

Purpose of contacts: Execution of Marketing Communications functions, including exhibitions, marketing collaterals, press releases

 

Media

Frequency of contacts: as needed

Purpose of contacts: drafting and publishing of press releases and contact for Indonesia media in case of any queries

 

Communications Global

Frequency of contacts: once a month; regularly depending on the project size and type

Purpose of contacts: alignment and execution of various communications related measures

 

Indonesia LT

Frequency of contacts: regularly

Purpose of contacts: planning and updating of government activities in the region

 

Indonesia ELT

Frequency of contacts: as needed (with HR or LT)

Purpose of contacts: supporting communication strategy and coaching to ELT

 

Regional industry key players

Frequency of contacts: as needed (with president director); depending on the project size and type

 

Government

Frequency of contacts: as needed

 

 

Required profile

Level of education & knowledge:

• Bachelor’s degree in/equivalent in law, political science, public policy, public affairs, journalism, economic development, communications, engineering. Master’s degree will be an additional point.
• Demonstrated experience in building collaborative relationships with government body, local community, and press/media.
• Able to work independently and possess proven problem solver skills, agility, curiosity, and willingness to learn. Including perseverance to work with anti-bribery and corruption value in complex business agenda and political pressure.
• Proficient in external communications (including marketing communications, crisis management and media relations) as well as internal communications (employee communications, senior leader communications)
• Strong communication skill including public speaking and presentation skills
• Sound IT competence and experience working with contemporary communications media including designing and managing websites, use of social media.

 

 

Experience in general:

• Min. 10 years working experience in public/government policy and relations, project management, internal and external communications
• Having been exposed to local community engagement strategic planning and implementation.
• Indonesian speaker with advance English proficiency (verbal and written)
• Experience in an international and multicultural environment, representing multinational companies or national associations/policy makers/government ministries will be a big plus. 

 

Technical skills:

• Excellent English verbal and written communications skills (press releases, customer case studies etc.)
• Ability to develop strategic campaign messaging and related content
• Excellent conceptual skills and project management ability
• Good presentations, event moderation and public speaking
• Excellent working knowledge of MS office (specifically Word, Excel, PowerPoint)