P l a c e m e n t R e p o r t
Internship at the Embassy of the Republic of Indonesia,
Brussels, Belgium
Name: Jaqualine Lie
Student Number: S3671593
Program: MA International Relations Track: International Security
Internship Supervisor: Ms Dara Yusilawati Placement Supervisor: Mr Bastiaan Aardema Period: 3 June – 5 August 2019
2 Table of Contents 1. Introduction ... 3 1.1 Pre-Internship ... 3 1.2 Expectations ... 3 1.3 Preparations... 4
2. Tasks and Responsibilities ... 6
2.1 Media monitoring... 6
2.2 Research for special reports ... 7
2.3 Paperwork and creating database ... 7
2.4 Assisting delegations ... 8 2.5 Event participation ... 10 3. Evaluation ... 13 3.1 Personal development ... 13 3.2 Future plan ... 14 4. Conclusion ... 16
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1. Introduction
From 3 June to 5 August 2019, I was doing my internship at the Embassy of the Republic of Indonesia in Brussels, Belgium as part of the completion of my study in MA International Relations programme. I worked in the Department of Public Diplomacy, Press and Cultural Affairs which was supervised by Ms Dara Yusilawati. However, halfway through my internship, I also assisted the Department of Political Affairs. In this chapter, I am going to explain the preparation processes of this internship as well as my expectation of this internship program.
1.1 Pre-Internship
At first, interning at the Indonesian Embassy was not my first choice. Initially, I aimed to do an internship at an NGO or an institute working in refugee issues as I planned to write my MA thesis on refugee. After searching online to find a limited number of internship vacancies, I became anxious about my chances of finding an internship. I consulted with Mr Bastiaan Aardema, one of the placement supervisors of the Department of International Relations. He suggested that I kept trying to look out for opportunities as most students eventually land an internship offer.
Being aware of how finding an internship is not an easy feat, I tried to broaden my options by sending out unsolicited applications to numerous NGOs and institutes that work in non-refugee issues. I also began to write to several Indonesian embassies in Europe about my intention to do an internship there. My effort to secure an internship finally paid off as the Embassy of Indonesia in Brussels accepted my application.
After hearing such good news, I began my research on each of the departments at the Embassy to see which one is more suited to my goals and expectations. I am interested to work in the Public Diplomacy, Press and Cultural Affairs as the duties and activities of the department are similar to my previous job at a Public Relations consulting firm. It is interesting to observe how a governmental institution carries out a public relations effort in a different setting from the private sector. Another reason why I was excited to do an internship at the Embassy is it would be my first time working in a public sector. The experience would be beneficial for my future career as I am still considering a career as a civil servant.
1.2 Expectations
Having an opportunity to intern at the Indonesian Embassy in Brussels allows me to set up numerous expectations. Not only acquiring more knowledge on Belgium, interning at the
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Indonesian Embassy in Brussels will also broaden my understanding of Luxembourg and the Indonesia-EU relations. The latter is especially challenging in regards to the negative discourse on palm oil in the EU. Thus, it is intriguing to see how Indonesia responds to EU’s decision to classify palm oil as unsustainable biofuel, considering the significant influence of the palm oil industry in the country’s economy. Moreover, I would like to observe the media coverage of Indonesia in Belgian and other European media. This is related to the work of the Public Diplomacy Department which aims to promote a positive image of Indonesia in the host country.
Interning at the Indonesian Embassy would help me to be accustomed to the work environment of a government institution. Some people might be well-adjusted to work in bureaucracies, while some people would rather work in a more casual setting. As I always worked in a private sector prior to my study, interning at a governmental institution enables me to have an experience of working in a public sector. Interning at the Embassy would also expand both my professional and personal network. My past experiences prove that networking opens more opportunities that we have never imagined before. It is also important to maintain relations with the new contacts I have made as I might cross path with them again in the future.
On a more practical note, I wish to become more adept in writing press releases and content for social media updates. I believe writing skill is one of the most necessary professional skills that should be cultivated as we live in a digital age where content matters. Furthermore, I wish to be involved in events and meetings, especially with officials from the Belgian Government or EU institutions. I also look forward to actively participate in events promoting cultures and tourism in Belgium or Luxembourg. Although event organising is not a new thing for me, taking part in the preparation and execution of big events will be a different experience for me since I will work closely with diplomats and other staffs in the Embassy.
1.3 Preparations
The whole processes from sending the application to securing the final contract took approximately three months. I sent the letter of intent, CV, and the letter of recommendation from my placement supervisor through e-mail. After a few days, I received a positive response from the Embassy of the Republic of Indonesia in Brussels. I continued my correspondences to Ms Diah Meirina, the administrative and technical staff that handles internship applications, over the course of a few weeks. To get a better idea of the tasks and responsibilities of the Department of Public Diplomacy, Press, and Cultural Affairs, I inquired Ms Ance Maylany Napitupulu, the first
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secretary of the department. I also asked her willingness to be the contact person on my placement plan. The embassy sent the letter of acceptance in March. The placement contract was finalised in April after it was signed by all parties involved.
The most challenging part of doing an internship abroad might be finding accommodation, especially for a short-term stay in big cities. I and a fellow student from the university who was also going to intern at the Embassy looked online for available rooms. We also got in touch with the Indonesian Student Association through social media to get some information on housing in Brussels. We were told that the Embassy provides free accommodation for its interns. I confirmed this to Ms Meirina and she said we could stay at the guest house of the Embassy, along with other interns. I was only required to send a letter of request to the Embassy to inform my intention to stay at the guest house. Getting free accommodation provides such a huge relief for us as we no longer had to spend time looking for vacant rooms.
Previously, I intended to do my internship from 3 June to 31 July 2019. However, the period was extended to 5 August due to my participation at Festival Indonesia, which was one of the Embassy’s biggest events this year. Ms Yusilawati asked me to stay longer to help around in the preparation and organisation of the event. I addressed this matter to my placement supervisor during the mid-term review to get his approval. The extension became official after Ms Yusilawati informed my placement supervisor through e-mail.
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2. Tasks and Responsibilities
I did my internship in the Department of Public Diplomacy, Press, and Cultural Affairs under the supervision of Ms Dara Yusilawati, the Head of the department. Halfway through my internship, I also assisted the Department of Political Affairs. Although I spent some time working in two departments, I managed to complete all the tasks that were given to me while still putting the assignments from the Public Diplomacy Department as my top priority. I worked full-time from 09.00 to 17.00 from Monday to Friday. Sometimes I had to work overtime due to participation in events or meetings.
I interned alongside four other students who also study in the Netherlands. In total, there were two students from the University of Groningen, two from the University of Wageningen, and another student from The Hague University. Although each of us interned at a different department, we often discussed our tasks and worked together in events. Besides working with interns, I also assisted local staffs at the Embassy in doing their assignments. This chapter would explain the tasks and responsibilities I have carried out in detail.
2.1 Media monitoring
I was responsible to monitor the news about Indonesia in the Belgian, Luxembourg, and EU media. I monitored 11 online news portals in total: six Belgian, three Luxembourg, and two EU-focused portals. I compiled all the gathered news into a weekly monitoring report which is sent every Friday afternoon. Although I did not always find news on Indonesia during my daily media monitoring, a number of issues were frequently covered by these media, for instance, news on natural disasters and the shipping of containers of waste back to developed countries.
Besides monitoring coverage on Indonesia, I also browsed these portals to find relevant socio-cultural news to be included in the Embassy’s weekly report. Halfway through my internship, I also worked alongside the staffs of the Department of Political Affairs to compile and translate important news on Belgium and the EU. Similar to socio-cultural news, this compiled political news will be part of the weekly report which will be sent to the Ministry of Foreign Affairs in Jakarta.
Media monitoring allows me to be more updated on what is happening in Belgium and the EU. This task certainly increases my knowledge on EU affairs and how it might affect Indonesia. These news updates are essential for decision making, as a staff of the Political Affairs Department
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told me during our informal chat. The report provides a background and necessary information regarding certain issues that directly influence the country.
2.2 Research for special reports
I began to do this specific task at the halfway point of my internship. As I assisted the Department of Political Affairs, I helped to draft two special reports to be sent as diplomatic cables. My internship period coincided with the election of EU top jobs as well as the appointment of new chairs and vice-chairs of the EU Parliamentary Committees. I was asked to carry out more research on the chairs of certain committees whose policies will have a significant impact on Indonesia. In doing the research, I must pay attention to their background, track record, and past statements concerning Indonesia or Southeast Asia in general as the information could be useful as a forecast of their future policies.
Another special report that I took part in drafting is the analysis of new DASE members. DASE is The Delegation of EU especially established for maintaining and fostering relations with the countries of Southeast Asia and ASEAN. The new members of DASE are elected based on the nominations by the Parliament’s political groups. Before DASE starts to undertake their responsibility in a new term, they will elect a new chair and two vice-chairs. I was asked to do research on some of the new members whose vision and interests might be influential to Indonesia-EU relations, particularly to high concerning issues such as palm oil and environmental degradation.
I find this research task to be the activity which I could make use of my academic skills the most. Being not too familiar with EU affairs and the organisation as a whole, this research task on EU parliamentary committees and delegations enhance my knowledge on EU. Carrying out EU-related research certainly adds substantive value to my internship, especially when taking into account that I am interning at a diplomatic mission accredited to the EU. Now I become aware of how important the EU is for Indonesia and ASEAN, particularly in the economic realms.
2.3 Creating database, doing administrative tasks, and writing content
During the first few weeks of internship, I was in charge of doing the paperwork for several events. I was asked to compile and update the personal details of participants of the Indonesian Interfaith Scholarship (IIS). IIS is an annual scholarship program by The Embassy of the Republic of Indonesia in Brussels in partnership with The Ministry of Religious Affairs of Indonesia. The
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event will run in August in three big cities in Indonesia where awardees will pay a visit to numerous cultural sites and houses of worships of different religions in Indonesia. I also helped to translate the schedule of the program from Indonesian to English, which is going to be printed and distributed to the participants.
Creating a database of elementary schools and secondary schools in Belgium for the invitation of the opening of Rumah Budaya Indonesia (RBI)was one of my tasks in the Public Diplomacy Departments. RBI is a cultural centre established by the Embassy as a site to study Indonesian arts and languages, as well as to promote Indonesian tourism. The centre, which will be inaugurated in September, aims to increase the interests in Indonesian culture as a part of public diplomacy effort. RBI will offer languages classes and lessons on traditional musical instruments and dances to school-aged children and adults. In addition to creating database of schools in Belgium, I also created a database of internationally-renowned Indonesian movies and their producers. The database will be useful when the Embassy is going to hold a movie screening and invite the movie’s producer for a Q&A session. I also recommended a number of names of Indonesian and Belgian indie musical acts to perform in the future cultural event or gatherings.
I was also delegated to draft the administrative arrangement and bilingual press release for two events, the IIS and Festival Indonesia. Although a press release is more concise than other types of publications, writing a good and informative press release is not a simple task. Another thing to remind when writing content in more than one language is we can never directly translate every sentence in the original version of the document. That is why I spent days of correcting and pondering the most suitable words and expressions for the English version of the press release. I also found out that every press release needs to be approved by the Ambassador before its distribution. In this case, the press release that I have written should be checked by my supervisor before being forwarded to the Ambassador.
2.4 Assisting delegations
I, along with other interns, assisted a gala dinner with the Indonesian Senators. The Indonesian Embassy held a gala dinner with the Indonesian senators from the DPD (Regional Representative Council). The DPD delegations were in Brussels for an official visit to the Fisheries Committee in the European Parliament and the Port of Antwerp. There were about 23 delegations who attended the dinner. The dinner was preceded by a speech by the Head of the Political Affairs
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and the Head of DPD Delegation, as well as a Q&A session with the representatives of Indonesian community organisations who were also present at the dinner.
I had the chance to assist a coordination meeting of the delegations from the Ministry of Foreign Affairs. The meeting was attended by all delegations from the Ministry and a number of Head of Departments. They discussed several topics and issues to be addressed in their upcoming official meeting and networking lunch with the members of the European Parliament. The coordination meeting gave me an opportunity to witness how diplomats do their preparation before engaging in negotiations.
I also had the opportunity to assist a lecture by Mr Burhanuddin Muhtadi, a renowned Indonesian scholar on political Islam and democracy to present his findings on the relations between the growth of Islamic movement and the recent presidential election in Indonesia. His
Opening Speech by Mr Fahmi Jamaluddin, Head of the Department of Political Affairs at the gala dinner with Indonesian senators
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lecture was informative and insightful as he used statistics to show us the underlying danger of identity politics which is now emerging not only in Indonesia and some developing countries but also in Europe with the rise of right-wing parties.
2.5 Event participation
I was in charge to be the stage manager of a farewell event dedicated to Embassy staffs who would conclude their overseas posting. Not only attended by the staffs of the Embassy, dozens of Indonesians were present in the event. As a stage manager, I was responsible to make sure the show runs smoothly and all the performers were standby before their show time. I also ushered The Ambassador and other VIP guests to sit at the designated tables.
Mr Burhanuddin Muhtadi is presenting his research on presidential vote based on religion and membership of Islamic organisations
The Indonesian Ambassador to Belgium, H.E. Mr Yuri O. Thamrin, is giving a speech during farewell event of Embassy staffs
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To celebrate the Indonesian Independence Day which falls on 17 August, the Embassy held a series of events for two consecutive weekends in July. The event started with fun walk at a park near the Embassy and followed by various unique competitions which are traditionally held during the celebration of Independence, such as sack race, tug of war, and cracker eating race. I documented the festivities in photos and videos, as well as helped preparing the tools for the competitions.
I spent the last week of my internship with the preparation of Festival Indonesia. The event will run from 2 to 4 August in Pairi Daiza, the largest-private owned zoo in Europe. Besides helping with the press release and creating check-list documents for logistics preparation, I was appointed to become the liaison officer for the delegations of Banyuwangi. My main job as a liaison officer was bridging communication between the organising committee and the delegations. Before they arrived in Brussels, I had to contact Mr Choliqul Ridho, the head of the delegation, to confirm the list of needed equipment for the event. I also gave travel advice on what to bring and wear in Brussels. Moreover, I distributed the program booklet and administrative arrangement. I had to communicate closely with my supervisor who was also the event coordinator for the arrangement of transportation and accommodation prior to the arrival of the Banyuwangi delegations.
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The Banyuwangi team arrived in Brussels two days before the event. I picked them up at the airport and drop them at their accommodation. Before the event, some of the organising committees and performers went to Pairi Daiza for the final survey. Then, all the organising committees and the performers gathered in a technical meeting to discuss any matters concerning their performance and other arrangements. During the three days of the event, I accompanied the team to Pairi Daiza and also helped the organising committee in the running of the show.
Besides accompanying the team and arranging their consumption and transportation, I also helped the officials of the Banyuwangi Tourism Office with their tourism information booth. The head of the delegation and the secretary of the Banyuwangi Tourism Office Mr Ridho asked me personally if I could help them to translate inquiries and explanation from Indonesian to English. Had I been fluent in French and Dutch, I would have been able to help more as most of the visitors do not speak English. Nevertheless, I enjoyed doing this task as an interpreter as I was also able to learn more about tourism destinations in Banyuwangi.
Group photo with the delegations of Banyuwangi
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3. Evaluation
This chapter is dedicated to explaining what I have gained for my personal development during my two-month internship. The internship was quite brief compared to a typical internship which usually lasts three to six months. Despite its brief length, the internship really provided the practical dimension of the world of International Relations. There are many valuable lessons which I believe would be beneficial for my professional life. Furthermore, I will describe how the internship at a diplomatic mission influences my career plan.
3.1 Personal development
Through my two-month stint interning at the Embassy, I find that its work environment is quite fast-paced and dynamic. Although each of the staffs has their own tasks and responsibilities, everyone has a sense of assisting their co-workers when things get hectic and overwhelming. Therefore, one is expected to be versatile and able to multitask. This is true when I was asked to assist with the Department of Political Affairs. At that moment, they were understaffed as the intern in that department had completed his placement. This attitude is very important in the workplace, especially when the office is dealing with a heavy workload or bumping into a turbulent moment. My prior experience in my former office taught me that teamwork and the drive to help people around you makes a positive and productive workplace.
Similar to other workplaces, you have to be ready with unexpected changes. I started my internship with learning the fact that my supposed-to-be supervisor Mr Catur Hadianto was moved to another department. Ms Ance Maylany Napitupulu, the first secretary of the department I interned, was often out of office for a business trip and preparation for her return to Indonesia. This fact also makes me learn that you have to be able to work independently under minimum direct supervision as your superior is not always around the office. Fortunately, I am already used to work by myself without a lot of direction at my former office. If I have any doubts or further questions, I can always drop a message on WhatsApp. I was able to work alone for about two weeks when my supervisor was on leave.
Another thing I observed is how your network is your net worth. The interns were lucky to have an informal visit to the European Parliament thanks to an Embassy staff who used to work closely with an assistant of the MEP. His extensive network had made him a valuable asset to the Embassy, according to some of his colleagues. This shows that networking does not only broaden
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our horizons by meeting new people, but also provides access to opportunities we might have never thought of.
My experience of living in Brussels motivates me to learn another foreign language, particularly French. I expected the people in Brussels to be fluent in English since the city prides itself on being the heart of Europe. Having a very limited knowledge of French sometimes creates a hurdle when interacting with the locals or reading signs. Thankfully, my Dutch lessons paid off as I was able to understand some Dutch words in signs and notices. This experience made me realise the privilege of living in The Netherlands where the majority of its people are proficient in English. If I were about to stay longer in Brussels, I would be more encouraged to take French lessons.
3.2 Future plan
Becoming a diplomat was not my ultimate dream job when I was an undergraduate. Passing the recruitment exam of The Ministry of Foreign Affairs is a tough challenge, some of my seniors even described passing the test as a matter of fate. Working in The Ministry of Foreign Affairs is not as glamorous and sophisticated as people often think. Diplomats must wait several years for their overseas posting, and they have no power to determine the destination. It might be the case that a diplomat’s expertise or language skills do not match the destination country they are posted in. Aside from the difficulty to get into the Ministry, I thought that my personality might not be suitable for this profession.
However, my two-month internship has rekindled my desire to try my luck on becoming a foreign service officer. Becoming a diplomat enables me to implement what I have been learning during my undergraduate and graduate years in International Relations. It is one of the professions that make International Relations as a study becoming more practical and less out-of-touch with the real world. Furthermore, I can see many opportunities for professional growth and self-development when becoming a diplomat as they are expected to be a jack-of-all-trade even in menial things. On top of that, living abroad certainly enriches our life and expands our worldview.
However, I must take into account the fact that becoming a diplomat requires a lot of sacrifices. There are a few limitations that might interfere with our personal lives, for instance, the restriction of having a non-Indonesian spouse. In addition, being constantly occupied with work means less private time with our loved ones. Overseas posting demands constant understanding
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and negotiation with one’s partner as they are not allowed to seek employment while accompanying their spouse abroad. Some of the Embassy staffs told me that these circumstances still hamper the career of female diplomats as men are still widely expected to provide for his family. Diplomats and their families also have to move every three years and able to adjust to a new life in another country. On the other side, one has to be able to endure seniority culture which remains prominent in bureaucratic jobs.
Apart from becoming a diplomat, another interesting option is applying to become a local staff. Although local staffs also work together alongside diplomats, they are designated as assistants to home staffs in undertaking their tasks and responsibilities. Nevertheless, becoming local staffs can be a good stepping stone for self- advancement. Outside employment at the Ministry of Foreign Affairs, I am also interested to work at foreign embassies in Jakarta, NGOs, or other governmental institutions.
To conclude, I believe that placement at the Embassy of Indonesia in Brussels provides an insight into my next step in professional career. It gave me a real-life example on the day-to-day life of a diplomat. The internship gave me a chance to practice what I have been learning as a student of International Relations. I was also able to sharpen my skills and unearth my potentials when working with the people at the Embassy. Even though in the future I may not end up working in a diplomatic mission, I am grateful for the opportunity of interning at this place and for many new relationships formed.
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4. Conclusion
My internship at the Embassy of Indonesia has given a lasting impression for me despite its brief duration. I have gained some academic and practical knowledge not limited to substantive matters, but also about the ups and downs of working as a diplomat. The tasks and assignments that were given to me have developed both my professional and interpersonal skills. Interning at the Embassy was also a kind of orientation for me to work in a governmental institution. I now have first-hand experience of being a civil servant. The internship also showed me that a bureaucratic work environment can be dynamic and challenging too where we are expected to adjust and navigate smoothly.
The placement has again reminded me that having a positive work environment does not only help you to do your job better but also contributes to your growth as an individual and a colleague. There are many circumstances where solid teamwork is necessary to overcome unprecedented challenges. Aside from being a good team player, an overall good attitude is vital to support a conducive and productive workplace. I was somewhat lucky to feel this kind of ambience at the Embassy.
The new people whom I have met during my internship also gave me a broader view of career options. My supervisor said that she wished to see me working in the Ministry of Foreign Affairs as she saw me fit for the job as a diplomat. Her comment really does boost my confidence and encourage me to apply for a position in the Ministry of Foreign Affairs. I also learned the possibility of becoming a local staff and other kinds of jobs that might suit me. Lastly, I am grateful for the generosity of the Embassy staffs who were gladly willing to share their knowledge and experiences of becoming members of a diplomatic mission. I also feel blessed with the presence of fellow interns who are more than just my partners at the office. They have made themselves a wonderful companion during my two months in Brussels.
