The British Embassy, Berlin is looking for an Operations Officer to provide administrative and organisational support to its Public Diplomacy and Internal Politics team (PDIP).
The British Embassy in Berlin – together with British Consulates-General in Dusseldorf and Munich – represents UK interests in Germany. The Public Diplomacy and Internal Politics team (PDIP) engages and influences parliamentarians, think tanks, media and civil society throughout Germany to build support for UK objectives. We communicate UK positions and perspectives; understand and report on evolving German positions; and enhance the reputation of the UK in Germany network.
As such, this is a great opportunity to support the further development of UK-Germany relations, to get involved in a wide range of bilateral events and issues and work with a busy but supportive Embassy team.
We aim to be a diverse and inclusive employer, welcoming to people of all backgrounds. The senior leadership is committed to ensuring that we are a supportive and fair place to work.
Who are we looking for?
We are looking for someone who is keen to support the development of UK-Germany relations. The ideal candidate is detail oriented, organised and structured in their work. They like to work independently but also in a team, helping others to achieve their goals. They actively listen and communicate clearly, tailoring messages to different audiences.
Roles and responsibilities:
The jobholder will be expected to provide flexible, effective organisational and administrative support to the Public Diplomacy and Internal Politics Team. Duties may include (but are not limited to):
Operations:
- Support the Embassy Spokesperson, the Head of Bilateral/Internal Politics and Head of Communications;
- Arrange external and internal meetings and appointments and receive visitors to the Embassy;
- Manage calendars, organise travel/accommodation, process expenses;
Wider team support:
- Support programmes and logistics, providing administrative support for specified projects, meetings or events;
- Maintaining contact databases and support in identifying and prioritising new contacts for the team;
- Arranging interviews and induction programmes;
- Maintaining & storing office equipment;
- Handling enquiries and invitations in a professional manner;
- Maintaining monthly statistics;
- Updating public information.
Event coordination:
- Lead on coordination and operational delivery for set-piece events;
- Organising/delivering guided tours of the Embassy, and related administration.
Team collaboration and effectiveness:
- Shaping organisational and team culture;
- Improving internal systems for better operational effectiveness and ensuring good functioning of the section.
Corporate and policy:
- Participate in wider Embassy initiatives, including wellbeing, learning and development and team building activities;
- Potential for the role to include some policy responsibilities, if desired.
Budget management/procurement:
- Supports budget holders in overseeing the Section budget sensibly and accurately;
- Procuring items, including researching suppliers, working with colleagues on the design, liaising as required with colleagues and processing the purchase/expense;
- Processing invoices.
Our ideal candidates shows:
- Excellent organisational abilities;
- Excellent teamwork;
- Excellent communication skills;
- Drive and enthusiasm, combined with the ability to deliver;
- Ability to act on your own initiative to find creative solutions to problems;
- Ability to deliver high quality work within deadlines, reprioritising as necessary;
- Excellent IT skills, including standard MS Office applications;
- Highly organised, flexible with an excellent eye for detail.
Nice to have:
- Previous experience working in an international environment or in the German political system;
- Previous administrative/diary management experience;
- An interest in data and using it to help make decisions;
- Experience in managing a budget, or monitoring spend against a set maximum;
- Previous experience working in a comms agency or media outlet;
- Digital media skills, including social media expertise and video filming/editing capabilities;
- Please also highlight in your application any other skills and experience from which you believe the UK in Germany Network could benefit.
For further details on this vacancy and information on how to apply, please follow the link.