Operations Officer, Public Diplomacy & Internal Politics

The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow. The FCDO operates an agile workforce and to facilitate this, you may be required to undertake other duties from time to time, as we may reasonably require.

Who are we?

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.

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.

Essential qualifications, skills and experience

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.

Desirable qualifications, skills and experience

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.

Required behaviours

Communicating and Influencing, Delivering at Pace, Managing a Quality Service, Working Together

This is a full time, fixed-term 2 year contract with the possibility of a permanent contract subject to performance and funding. Salary €51,564.- rising to a maximum of approx. €57,922.- gross per annum after a qualifying period in addition to performance related pay (salary is not negotiable).

The successful candidate will be subject to professional background check and security clearance. The successful candidate must have pre-existing work authorisation in Germany in order to apply.

Staff recruited locally by the British Embassy are subject to Terms and Conditions of Service according to local German employment law.

Visa/work permit requirements: Candidates must currently hold the independent right to live and work in Germany and be prepared to ensure that right remains throughout the scope of the contract.

Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.

Equal employment

We are committed to equal employment opportunity regardless of race, colour, ancestry, religion, sex, sexual orientation, age, marital status, disability or gender identity. We particularly encourage applications from candidates with protected characteristics. DBT Europe and the FCDO Germany Network want to maximise the potential of everyone who chooses to work for us, regardless of their background.

Learning & Development

The British Embassy in Berlin has a strong ethos of Learning and Development, including our Learning and Development Week. In addition, there will be many opportunities to attend external seminars and events on relevant issues. This is in addition to the induction programme offered to all Embassy staff.

The Embassy offers learning and development opportunities throughout the year and invites you to join committee led forums where you may have an interest and can help shape the organisations objectives.

The successful applicant will be encouraged to be actively involved in the corporate life of the Embassy, contributing to the wider objectives of the British Government's Germany network and supporting the Embassy's positive working environment.

The Germany Network is a rewarding and exciting place to work, offering:

• Much scope for personal and professional development: excellent networks and opportunities for support, including mentoring, coaching and dedicated Learning and Development days;
• Opportunities to take on ownership and responsibility;
• An equal, diverse and engaged workplace;
• Work-life balance;
• Flexible working;
• National and international remote working policy - Up to 30 days working remotely from a third location, subject to business and operational requirements;
• Performance related bonus.

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