View Vacancy - Office and Events Manager (DEU18.598)

The British Embassy in Berlin is part of a world-wide network, representing British political, economic and consular interests overseas. The Scottish Government Innovation and Investment Hub in Berlin is currently looking to recruit a full-time Office and Events Manager.

The Scottish Government Innovation and Investment Hub in Berlin is part of a network of Scottish Government offices overseas, the aims of which are to build Scotland’s reputation abroad, promote innovation and investment, and strengthen economic, academic, cultural and social ties between Scotland and Germany.

Working as part of a small, friendly team in a busy office, the post holder will manage the day-to-day operations of the Hub and provide logistical support in coordinating and delivering ministerial visit programmes and the Hub’s varied annual programme of cultural events. As office manager, the post holder will manage the office accounts, maintain financial records and carry out monthly budget monitoring and profiling in accordance with Scottish Government financial reporting requirements. The post holder will also provide occasional translations of texts from English into German, and will implement communications plans for the Hub’s media channels.

The post holder will have the opportunity to become involved in the corporate activities of the wider Embassy and will have access to learning and development opportunities offered by both the Embassy and the Scottish Government. Occasional travel to Scotland and within Germany may be required.

Main Duties and Responsibilities:

• Office Management - The post holder will manage the day-to-day running of Scottish Government office in Berlin and provide administrative and logistical support to colleagues in delivering the Scottish Government’s business plan for Germany. They will manage the office’s official contacts, corresponding and communicating with internal and external stakeholders in English and German to arrange meetings and to develop strong relationships with key partners in Germany, as well as with corporate services partners within the Embassy and the Scottish Government.

• Event Management and Support to Visits - The post holder will assist with coordinating and delivering programmes for visits by ministers and officials, and will undertake formal correspondence with official counterparts in English and German to arrange meetings. They will be responsible for ensuring that accommodation, transport and logistics are provided for all visitors cost-effectively and to a high standard. The post holder will also play a key role in designing and delivering the Hub’s innovative and varied annual programme of cultural events to promote Scotland to a German audience, including annual events for St Andrew’s Day and Burns Night. This will include responsibility for invitation design and management, and for sourcing appropriate venues and suppliers to deliver top quality events while ensuring value for money. They will maintain oversight of expenditure to ensure that the limits set through annual budget profiling are met, and liaise with clients and the Embassy’s event manager to ensure the smooth running of events.

• Communications - The post holder will be responsible for managing the Hub’s social media accounts, and will play a role in implementing communications plans for the Hub’s media channels in coordination with Scottish Government communications teams. The post holder will provide occasional translations of texts from English into German. There may also be the opportunity to become involved in the design and delivery of wider external communications campaigns.

• Finance and Procurement - The post holder will maintain office accounts and financial records, and carry out monthly budget monitoring and reconciliation exercises in accordance with Scottish Government financial reporting requirements. They will be responsible for procurement and the payment of invoices using Scottish Government finance systems, and for tracking expenditure and profiling the office budget to inform effective decision-making on the Hub’s annual programme of activities. They will work with finance colleagues within the Embassy and the parent directorate in Edinburgh to provide transparent financial reporting and help maximise value for money when using suppliers. Training on Scottish Government finance and procurement systems will be provided.

• Other Responsibilities - The post holder will be expected to perform other duties that may reasonably be required and which are in accordance with the grading and core competencies of the role.

• Proficiency in English and German (written and spoken, minimum of C2 level for CEFR framework*) and excellent interpersonal and communication skills;
• Experience in translating texts from English into German;
• Ability to work effectively and collaboratively within a small team;
• Good knowledge of Microsoft Word, Excel, Outlook and PowerPoint;
• Ability to develop and maintain strong working relationships across a variety of internal and external partners and stakeholders;
• Excellent organisational skills and the ability to prioritise own workload effectively;