View Vacancy - Defence Section Programmes/Office Manager (MNE22.304)
The British Embassy in Podgorica, Montenegro is part of a world-wide network, representing British political, economic and consular interests overseas.
The Embassy is now looking to recruit a full-time Defence Section Programmes/Office Manager, to support Defence Section staff. The person will be responsible for managing the daily administration and reporting for the Defence Section, BE Podgorica’s portfolio of UK Conflict Security and Stability Fund – Western Balkans CSSF programme (80%) and provide Office Management and wider support to the Defence Section, including finance, administration and support to the Defence Attaché (DA), Deputy Defence Attaché (DDA) and Assistant Defence Attaché (ADA) as required in order to achieve Defence Engagement objectives (20%).
Roles and responsibilities:
Daily management of ESCAPADE and Defence Engagement bilateral plan (CSSF and DAF) updates.
Assist in the preparation of CSSF reports.
Implement and manage changes and interventions to achieve Defence Section outputs.
Prepare relevant documentation for the DA for attendance at CSSF Programme Board Meetings.
Collaborate with Press and Public Affairs Section to ensure better publicity for activities organized and to demonstrate tangible results.
Handle internal and external requests for information related to programme finances and data.
Prepare written responses to routine enquiries.
Schedule and coordinate meetings, appointments and visits as required by the DA/DDA and ADA.
Provide translations and interpret in support of meetings.
Manage Defence Section flight and hotel bookings in support of CSSF project activity.
Assistance during CSSF and DAF funded in-country courses as required.
Maintain alumni records and assist in event organisation as required to support CSSF and DAF defence engagement activity.
Support UK activity in Montenegro, including receiving, sustaining and onwards integration (RSOI), escorting, interpreting/translation and administration as required.
Interface with Montenegrin MOD as required.
Manage Overflight permissions as required.
Management of required UK MOD CSSF and DAF(N) returns
Management of Defence Section Delegated Budget forecast including payment of bills, prism claims and ePC card returns.
Process CSSF and DAF programme finances. Produce accurate computer-based forecast and expenditure reports as required (usually monthly), identifying significant over or under-expenditure and solutions to correct this;
Work closely with implementers on invoice processing, supplier set-up, funding projections, forecasting, budgeting.
Track budget deliverables using appropriate tools. Manage payment solutions and liaison with suppliers and institutions.
Fluency at C2 level (native) in Montenegrin according to CEFR Framework *
Fluency at C1 level in English according to CEFR Framework *
Clean Driving Licence (category B)
Minimum of 3 years of professional experience in a similar role
Proficiency in the administration and organising of events and activities
Excellent writing, monitoring and reporting skills
Proficiency in MS Word, MS Excel, MS Outlook, MS PowerPoint and the internet
Experience of project management and general administration (No formal PM qualifications required)
Proficiency in FCDO IT systems (Firecrest and Prism)
Previous experience in International organisation
Good knowledge of Montenegrin society, particularly in the areas of Defence, security and EU integration, good governance, civil society, socio-economic development and NATO
Knowledge of UK Defence structures and roles
Understanding of CSSF processes and procedures
Some knowledge of regional Defence and security systems is an advantage
A minimum of three years of relevant work experience, including evidence of engaging stakeholders, customers and partners at all levels
Effective communication, including written and spoken fluency in English and Montenegrin and ability to adapt communication style to different situations
Ability and willingness to work effectively and flexibly on special events/occasions in the Embassy calendar
A self-starter that can work well both individually and in a team
Excellent organisational skills
Willingness and desire for continual learning and development
This is a full-time fixed-term contract for 12 months with possibility of extension.
The successful appointment is subject to confirmation of a background check and security clearance.
Staff recruited locally by the British Embassy in Podgorica are subject to Terms and Conditions of Service according to local Montenegro employment law.
Visa/work permit requirements: Candidates must currently hold the independent right to live and work in Montenegro 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.
Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”. 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 be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.
Please be advised that the British Embassy will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a job.
*Please refer to the “Common European Framework of Reference for Languages”. We are looking for a C1 level or equivalent. For more information please click on the following link CEFR. Please bear in mind in case you are invited for an interview your languages skills are going to be assessed.
This opportunity is closed to applications.