Finance & Defence Operations Officer

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 part of a worldwide network representing British political, economic, security and consular interests overseas. The Defence Section works to support UK-Germany defence relationships and the delivery of Defence activity in Germany.

We are now looking for a Finance & Defence Operations Officer to join the Defence Section based in Berlin. This is an important operational and administrative role supporting the Section’s financial management, governance, events, visits and day-to-day delivery. The role will involve working with colleagues across the Embassy, UK-based teams, the Germany Enabling Office and German Ministry of Defence counterparts.

We aim to be a diverse and inclusive employer, welcoming to people of all backgrounds. Senior leadership is committed to ensuring that the Germany Network is a supportive and fair place to work. The Germany Network values are kindness, inclusivity, honesty, professionalism and responsibility, and these values guide how we work on a daily basis.

Main purpose of role

The Finance & Defence Operations Officer will provide financial, administrative and operational support to the Defence Section at the British Embassy Berlin. The role is central to the Section’s financial integrity, compliance with MOD procedures, support to Defence Attachés and the delivery of routine and high-profile Defence Section activity.

The successful candidate will handle sensitive information, work with UK and German stakeholders, and contribute to the smooth running of the Defence Section’s day-to-day business.

Roles and responsibilities

The successful candidate will be expected to:

• Support the Defence Section’s financial management, including maintaining accurate financial records, updating budget and expenditure spreadsheets, supporting periodic financial reporting, preparing local staff salary and annual return budget submissions, and processing payments and claims in accordance with financial procedures and MOD policy;
• Act as an Electronic Procurement Card holder, support audit and compliance activity, manage routine banking tasks, and help ensure financial processes are accurate, timely and properly evidenced;
• Support the operational effectiveness of the Defence Section by processing visitor clearance forms and other routine administrative requirements;
• Liaise with the Germany Enabling Office on IT and security matters, log transport requests, support diary coordination, and assist with hotel, transport and logistical arrangements for Defence Attachés and visiting delegations;
• Act as a key point of contact for internal and external stakeholders, including colleagues across the Embassy, UK-based teams, the Germany Enabling Office and German Ministry of Defence counterparts;
• Provide administrative and logistical support for Defence Section events, visits and official functions, including invitations, event materials, guest management and on-site support where required;
• Represent the Defence Section on relevant Embassy committees, such as IT and security committees, and ensure key information is fed back to the team;
• Maintain accurate records of official gifts held by Attachés, support rail card administration, and contribute to good governance and effective internal controls;
• During crises, exercises or periods of increased operational demand, support the execution of the Embassy Crisis Plan where required;
• Contribute to wider Embassy activity, including local staff committees or cross-Embassy initiatives, where this does not conflict with primary Defence Section duties.

If you are looking for a varied role where you can make a tangible contribution, work with a wide range of stakeholders and play an important part in supporting UK-Germany defence engagement, we would be delighted to hear from you.

Essential qualifications, skills and experience

• Proficiency in English , written and spoken, minimum C1 level according to the CEFR framework*;
• Good command of German , written and spoken, minimum B1 level according to the CEFR framework*;
• Strong financial administration skills ,including a minimum of one year’s professional experience maintaining accurate financial records, tracking expenditure, processing claims or invoices, and following financial controls;
• Proven experience providing business support, operations, administrative or office management support within a busy professional environment, including coordinating multiple activities, stakeholders and competing priorities;
• Excellent attention to detail , with the ability to handle data, records, clearances, event information and official documentation accurately and consistently;
• Good organisational skills , including the ability to manage competing priorities, meet deadlines, maintain trackers and support several workstreams at once;
• Sound judgement and discretion , including the ability to handle sensitive information appropriately and work in a security-conscious environment;
• Strong communication and interpersonal skills , with the ability to liaise confidently and professionally with colleagues, senior stakeholders and external partners.
• Ability to deliver a quality service , taking ownership of tasks, following procedures, identifying issues early and ensuring work is completed to a high standard;
• Collaborative and flexible working style , with the ability to work effectively as part of a small team and support wider Embassy or Defence Section priorities when required;
• Good IT skills , particularly confident use of Microsoft Office applications, including Excel, Outlook, Word and Teams, as well as ability to integrate AI into workflow where appropriate.

Desirable qualifications, skills and experience

• Previous experience in a finance, procurement, budget support or compliance role, ideally within government, defence, diplomatic, public sector or a regulated environment;
• Experience supporting senior stakeholders, official visits, events or committee work, including diary, logistics or guest management;
• Experience working in an international, military, diplomatic or cross-cultural environment, particularly involving UK-Germany or UK-Europe stakeholders;
• Knowledge of MOD, FCDO or wider UK Government administrative, financial or security procedures;
• Experience working with German official institutions.

This is a full time (37,5 hours a week), fixed-term 2 year contract with the possibility of a permanent contract subject to performance and funding. Salary €52,704.- rising to a maximum of approx. €59,202.- gross per annum after a qualifying period in addition to performance related pay (salary is not negotiable). 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.

The proposed start date is indicative only and may be adjusted subject to individual circumstances and the satisfactory completion of pre-employment checks.

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. The Germany Network wants to maximise the potential of everyone who chooses to work for us, regardless of their background.

Learning & Development: The British Embassy 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.

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