Main purpose of job:

This challenging and exciting role encompasses the full range of Defence Engagement (DE) policy, programme and training management (TM) responsibilities. Operating within the British Embassy Brasilia, Brazil, the Defence Engagement & Training Manager (DETM) is the principal interface between the Brazilian MoD/Armed Forces and the UK MoD/Armed Forces for the delivery of all International Defence Training (IDT) in the UK, Brazil, or in 3rd party countries as required.

The DETM has responsibilities in managing Defence Section (DS) interaction with the Defence & Security Exports (DSE) (part of the Department for International Trade (DIT)), specifically DS involvement in supporting UK Defence Sales activity as part of the Prosperity agenda.

The DETM will be required to deputise for the Defence Attaché (DA) at DE meetings & events, hold workflow & delegation responsibilities for DS members of staff, and undertake Line Management & Direct Reporting responsibilities for one. This role holds overall administrative management & oversight of DS activity within Brazil and is the DS delegated IDT delivery manager.

External contact is a major component of the position requiring a high level of interaction at the most senior levels; this demands excellent verbal and written communication skills linked to an ability to understand and deliver against MoD (and OGD) Defence and Security objectives for Brazil and the wider region.

The nature of BE Brasilia requires the DETM to be able to work autonomously and seamlessly throughout the strategic through operational to tactical levels, against broad but well-defined boundaries and be comfortable acting on personal initiative and analysis. Demonstrating good judgment and sound decision-making is routine. This includes the drafting/compilation of policy, briefing material and draft submissions for MoD Desk Officers (Capt RN and above) and to visiting senior delegations (up to/including Ministerial & Flag/General/Air Marshal Officers and their Civil Service equivalents). The role also involves handling sensitive information that requires a high level of discretion and diplomacy. The DETM must comfortably span both MoD and FCDO systems and processes to ensure effective delivery of HMG objectives.

Roles and responsibilities/what will the jobholder be expected to achieve:

POLICY: Defence Engagement (DE) (30%):

In consultation with the DA, MoD IPS Desk Officer and others, the DETM is to develop and maintain a tiered DE Strategy and database detailing opportunities for communicating and building relationships with both internal and external agencies. This Strategy is to be produced for each FY, continually refreshed, and incorporated within the overall DS DE Plan.

One of the key pillars that underpins the achievement of UK strategic national interests within Brazil and Latin America is an approach that will deliver selective, mutually beneficial Defence Engagement. This reflects the importance of the relationship between the UK and Brazil and makes the best use of the capabilities of the UK Armed Forces to exert the greatest influence. To achieve this the DETM requires regular contact with senior officials within the UK MoD, the Armed Forces and Academic organisations and their Brazilian MoD, Armed Forces and Academic counterparts. To allow the DS to deliver against this, the DETM is to:

• Develop and deliver a Brazilian DE Strategy. This strategy is to be reviewed quarterly in consultation with key stakeholders (DA/IPS/IDT Departments) and set against MoD and, where appropriate, other UK Government Department country and regional objectives.
• Develop and maintain a DE database of opportunities for communication and relationship building with both internal and external agencies. This database is to be routinely updated and incorporated within the overall DS DE Plan by the beginning of each FY.
• Construct and maintain a forward plan of Defence Representational Engagements (DRE) for the DA with targeted areas of interest for each occasion set against the DRE budget allocation.
• Deliver timely International Visits Control Office (IVCO) clearances for all UK & Brazilian personnel travelling to the UK on Defence-related business.

POLICY/PROGRAMME: International Defence Training (IDT) (25%):

The DETM has delegated responsibility for the overall promotion, allocation and management of UK IDT within Brazil:

• Act as the focal point for all UK IDT activities in Brazil/UK.
• Actively engage with Brazilian MoD/Armed Forces to coordinate UK IDT activities: including single-Service Directorates; the Defence Academy; and Joint Forces Command.
• Develop an in-country training policy.
• In conjunction with UK MoD, develop and routinely revise the UK training policy for Brazil in order to support MoD DE and Security objectives.
• Develop and deliver an annual training plan.
• Manage annual IDT activity, valued at up to ~£500K, in line with UK MoD regulations.
• Coordinate self-funded UK single-Service and Joint training activities.
• Coordinate and support Brazilian personnel deploying to the UK on training courses including the supervision of language training applications.
• Ensure that all Administration Orders are completed and submitted within designated timelines.
• In close liaison with the DS Office Manager, coordinate UK adventure training in Brazil including liaison with any sponsoring agencies.

MANAGEMENT/PROGRAMME: Diplomatic Clearances (DIPCLEAR) (10%):

The DETM is to be on-call out of hours (except when on annual leave) to deliver timely DIPCLEAR, either in person, or by providing an appropriate level of oversight of DS staff to ensure all necessary Brazilian national requirements for achieving DIPCLEAR of visiting UK Military force elements are complied with. A particular responsibility is the timely achievement of DIPCLEAR for BFSAI Compassionate A flights and arrangement of onward rapid repatriation.

MANAGEMENT: Administrative Management and Oversight (20%):

Ensure general and financial management practices of the DS are exemplary and comply with MoD policies and procedures:

• Interpersonal Skills: Influence, prioritise and negotiate to build cooperation and consensus with UK MoD and Armed Forces and their Brazilian counterparts. Represent the DA on a variety of subjects; serve on various committees; and attend meetings in the DA’s absence.
• Knowledge: Apply substantive knowledge in order to assist and represent the DA thoroughly in the scope, diversity, and complexity of all programme operations and organisational commitments.
• Problem Solving: Anticipate and negotiate solutions for potential problems that could affect the DA and the scope of internal and external responsibilities/activities.
• Planning and Organising: Use judgment and independence to make changes to schedules for the DA to prevent conflicts. Track and monitor pending issues for follow-up and independently develop agendas for future meetings. Organise and assimilate documents for scheduled meetings or presentations. Produce in consultation with the DA a visit and training schedule for the next financial year, including all overseas travel, by 1 April each year.
• Planning and Organising: act as principle Visits Officer for all MoD-sponsored visits to Brazil.
• Communication-Written: independently research, develop, and compose presentation material for the DA. Anticipate the DA’s requirement to initiate written responses, develop and draft letters, memos, or reports for forward transmission in-line with the DA’s objectives/agenda.
• Information/Records Administration: maintain a DS file structure that follows HMG best practice for naming and storing data. The DETM is responsible for training coordination for the DS.
• Translation: the DETM must be fluent in English and Portuguese in order to provide the DS with linguistic support in the areas of translating, interpreting and research, including support to UK visitors.

MANAGEMENT: Budget Holder (10%):

Manage (on behalf of the DA) the IDT budget and in close liaison with the DS Office Manager, understand the DS Full Operating Budget, specifically as it relates to the delivery of DA DRE activity. Detailed understanding of IDT activity recording on the MoD ESCAPADE system will be required.

• Ensure general and financial management and practices, complying with MoD policies and procedures to meet the requirements of the annual MoD DE STRAT Audit.
• Manage annual DS IDT activity (total budget valued at ~£500K pa).
• Manage the DRE part of the total DS operating budget (~£150K pa) ensuring the agreed and funded annual plan remains deliverable against ongoing and forecast expenditure.
• Brief the DA during each bi-weekly DS Team meeting, providing an updated version of the IDT and DRE plans highlighting any variance whilst proposing corrective action.

CORPORATE: To be decided (5%): as discussed/decided at routine performance and appraisal meetings.

Resources managed (staff and expenditure):

Line Manager for DS Personnel: Admin Assistant/Driver – A1L and day-to-day delegation of work to DS Office Manager (MOD OR7) where it falls within their responsibilities.

Delegated responsibility for delivery of activity from IDT Budget (~£500K pa) and oversight of DRE element of total DS Operating Budget (~£150K pa).

• Standard professional IT skills are required, including Microsoft Word, Excel and Outlook.
• Academic qualification to at least Bachelor level in relevant area of Defence Studies/International Relations or similar.
• Languages: English and Portuguese (fluent).