View Vacancy - Office Manager and Army and Malta Relations Officer (ITA23.631)

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.
Other British Government Departments (Partners across Government, including UK Visas)
MOD (Ministry of Defence)

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, 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 British Embassy in Rome is seeking to recruit an Office Manager and Army and Malta Relations Officer, Defence Section. The main purpose of this job is to Manage the Ministry of Defence's finances of the Defence Section; act as desk officer for the Italy-UK Army relationship and the Malta-UK relationship; and line manage one Administrative Officer (AO) based in Malta.

Roles and responsibilities:

Manage the financial process of the Defence Section as Office Manager through:

  • Managing the Defence Section Budget and Imprest Account

  • Managing the Defence Vehicles

  • Managing Classified Documents

  • Coordinating Ministry of Defence (MOD) financial and management assurance activity

  • Utilizing the ESCAPADE system (Defence programming/budgeting software) as required for Defence Engagement activities


Act as desk officer for the Italy-UK Army relationship and as Malta Liaison Officer through:

  • Maintaining contacts and liaising with key staff in Stato Maggiore Esercito (SME) and Carabinieri HQ

  • Organising and managing senior Army Officer visits in and out

  • Maintaining awareness of Italian Army policy, key facts and stats, as well as media reporting

  • Supporting, and liaising with, UK Army Exchange Officers

  • Leading on all Malta Diplomatic Clearances with AO Malta support

  • Facilitating Maltese students attending UK Military courses

  • Managing, in conjunction with the DA to Malta, the Malta Defence Staff Talks, Bilateral Cooperation Plan and Roadmap


Manage the other activities in support of the Defence Section through:  

  • Line Managing one Administrative Officer (AO) based in Malta

  • Processing all Adventurous Training and Sports visit activities

  • Planning and coordinating the annual Remembrance Day Service and Poppy Appeal

  • Liaising  with Commonwealth War Graves Commission, Royal British Legion, British Regimental Associations and Italian Associations

  • Supporting Defence and Embassy Engagement and Events

              - Including, but not limited to, Defence receptions and KBPs

              - Commemorative events and activity

              - Maintaining contacts database

  • Support business continuity by:

             - Providing cover for staff within the defence section as necessary to enable leave etc. principally covering for Defence Relations Officer

             - Conduct Defence Duty Officer tasks on a regular basis, which will involve out of hours working (phone / laptop)

  • Supporting and processing Afghan Relocations (ARAP), Historical Enquiries and other defence related tasks including band visits, burials etc., on an ad hoc basis.

  • Actively participate in a wider corporate capacity within the Embassy, contributing to the wider corporate agenda of the Italy network.

  • Fluency at C1 level both in English and Italian according to CEFR Framework*, or equivalent;

  • Previous experience in a role that requires budget management;
  • Excellent administrative and organisational skills;

  • Good communication and problem solving skills;

  • Strong numeracy skills;

  • IT Literacy, especially on MS Office;

  • Strong and flexible team player: a self starter with the ability to work well in a team as well as independently, capable of meeting changing demands.

  • Knowledge of Italy;

  • Experience of working in an embassy, an international organisation and/or a military background;

  • Professional experience of working in a similar type of role;

  • Familiarity with the FCDO structure and experience of dealing with senior people would be an advantage;

  • Previous experience as a Line Manager.

Seeing the Big Picture, Making Effective Decisions, Managing a Quality Service, Delivering at Pace, Leadership, Working Together
12 December 2023
Executive Officer (EO)
Fixed Term, Full-time
35
12 months
Europe, Eastern Europe & Central Asia
Italy
Rome
British Embassy
1
EUR
€3,192.00 gross/month
5 February 2023

This is a full-time fixed-term position with a contract of 12 months, graded EO according to the Civil Service grading structure. The annual gross salary is €44,690.00 gross/month, with an additional payment of € 10.33 EDR paid 13 times per year (pro-rata). There are 14 salary payments in a calendar year, with double salary payments in June and December. If working less than a full calendar year, the additional salary payments will be pro-rata.

Working hours are 35 hours per week Monday to Friday, with some flexibility.

All staff are enrolled in the Italian state social security and pension schemes, with flexibility to pay into the employee’s private pension scheme if chosen.

The appointment is subject to security clearance, professional background check and the successful completion of a probationary period of 4 months.

All staff employed by the British Embassy are subject to Italian income tax (IRPEF). However the administration of these tax payments will vary depending on nationality.

Staff recruited locally by British diplomatic missions in Italy are subject to terms and conditions of service according to local Italian employment law.

Visa/work permit requirements: Candidates must currently hold the independent right to live and work in Italy 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.

All applicants should have the right to live and work in Italy. The British Embassy does not sponsor for work permits.

When completing the motivation field please make sure you present clearly and concisely why are you applying for the position.

We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered.

Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”. 

FCDO does not pay for travel related expense incurred in interviews (including Security Check) or accept any financial risk, including cancelation or reschedule costs. The FCDO will not meet the costs connected with relocation if offered a position. However, candidates may have the possibility of requesting remote interviews if necessary.

*Please note for more information on the Common European Framework of Reference for Languages: Learning, Teaching, Assessment  levels  please click on the following link CEFR. Please bear in mind in case you are invited for an interview your language skill is going to be assessed.

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

This opportunity is closed to applications.