View Vacancy – Office Manager (DEU21.258)

The British Government in Germany is based at the British Embassy in Berlin and our Consulates General in Dusseldorf and Munich. We are part of a worldwide network, representing British political, economic and consular interests overseas.

An exciting opportunity has arisen for an Office Manager to contribute to the work of the British Consulate-General in Dusseldorf. The Consulate – General is a small, friendly team of around 25. The office is located in the city centre, close to excellent public transport links.

The Consulate-General represents British interests in the German federal states of North Rhine Westphalia, Hesse, Rhineland-Palatinate and the Saarland, with a focus on business relations and support to British citizens.

This key role leads the provision of administrative services for the Consulate-General, reporting to the Head of Corporate Services (HCS) in Berlin.  The Consul General (CG) Dusseldorf is the countersigning officer and the jobholder will liaise closely with the wider CS team and colleagues in the British Embassy, Berlin and Consulate-General, Munich:

• To provide professional administrative support to the Consulate, liaising closely with colleagues in Berlin and Munich. The role incorporates elements of Finance, Procurement, Health & Safety, Security, Estates, Logistics and providing back up to the Information Technology Support Officer (ITSO) and in accordance with best practice and central UK Foreign, Commonwealth and Development Office (FCDO) policy.
• To co-ordinate the security for the Consulate with external providers.
• To work closely with and oversee the daily work of the Facilities Management Company.  Daily management of external Security Company and other local contracts, working together with the Deputy Head of Corporate Services in Berlin.

Roles and responsibilities:

• Overall daily management of all aspects of administrative work in the Consulate. Working closely with the Consul General and other sections to manage a small team within the wider Corporate Services Germany team.
• Security Manager, including co-ordination with the external security provider and other stakeholders.
• Responsibility for local accounting duties at the Consulate-General, meeting monthly deadlines and other local budget financial reporting duties, working closely with the British Embassy, Berlin.
• Lead on local budget procurement and management for the Consulate.
• Liaise with the Transport Manager based in Berlin to oversee maintenance of the official Consulate vehicle.
• Ensure that the Consulate office and the Consul General’s Residence comply with all aspects of Health & Safety and security issues, working with the external facilities management provider and other external contacts. 
• IT support; to provide back- up cover for the IT Support Officer (ITSO).
• Make a corporate contribution to supporting the team ethos of the Germany Network, together with the British Embassy, Berlin & Consulate-General, Munich.
• Any other duties reasonably required to support the wider work of the Consulate-General, such as crisis planning and the organisation of large-scale events.

• Recent experience of office management work;
• Staff management experience;
• Fluent written and spoken English and German (minimum level required C1 under the CEFRL or equivalent*). Excellent communication skills;
• Budget management and forecasting skills, familiarity with accounting processes;
• High standard of self-organisation, attention to detail and delivery;
• Excellent customer service skills;
• The ability to work independently but also with internal and external colleagues and contacts as appropriate;
• Strong IT skills, especially standard MS Office applications (Word, Excel and Outlook);
• Ability to keep confidentiality at all times.