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The Danish Embassy is looking for an administrative officer / maternity cover

The Embassy is seeking to recruit a positive, pro-active, skilled, and result-oriented locally employed colleague for the embassy´s administrative team. The administrative team is consisting of three employees, who are reporting to the embassy´s deputy manager / sous-chef.

Position: Administrative Officer
Type of employment: Maternity Cover, full time employment for min. 1 year with possibility of extension.
Starting date: February 15th 2019
Location: Danish Embassy in Berlin
Deadline for application: November 25th 2018

The main function of the administrative team is to facilitate economical, HR and facility management tasks at the embassy. As administrative officer, you will be mainly responsible for controlling and accounting, as well as some HR related functions. It is not a requirement that you excel in all areas, but it is expected, that you show interest in the whole portfolio and are ready to learn relevant new skills. To a certain degree, your tasks can be adapted to your individual profile.

You are moreover expected to show the flexibility required for an optimal handling of the entire portfolio of the Embassy and thus be ready to contribute to handling tasks outside your own portfolio.

Main tasks and responsibilities as administrative officer

  • Budgeting and controlling – embassy budget.
  • Accounting in cooperation with our economical service team in the Ministry of Foreign
  • Administration of locally employed staff at the mission, as well as at the Danish missions in
    Flensburg, Hamburg and Munich (e.g. drafting employment contracts using a template)
  • Payroll accounting of the locally employed salaries at the Danish missions in Germany, as
    well as updating the embassy´s HR software “Lexware“.
  • Corresponding with the German MFAs protocol – Auswärtiges Amt – on HR related topics.
    E.g. requesting ID-cards for diplomatic staff, titles, and accreditation.
  • Support diplomatic staff when moving to Berlin or leaving a posting in Berlin. E.g. questions
    of accommodation, insurance, school, child care.
  • Super User in the MFAs time registration system.
  • Administration of interns – security clearance process and other administrative issues
  • Administration of pension support paid to former locally employed staff at the Danish
    missions in Germany.
  • Facility Management – project-related – for both the embassy and the residencies.

Required qualifications

  • Relevant education or working experience in the administration.
  • Relevant working experience in the field of accounting and/or HR are a huge advantage. There will be a training period in the beginning and you are not expected to be capable of solving all tasks from your first day at work.
  • A methodical and systematic approach to professional challenges.
  • A basic knowledge of social conditions, labour law etc. of Germany are a big plus. In
    addition, we require the ability to read and understand juridical texts, laws and regulations
    in both Danish and German.
  • A high sense of responsibility and loyalty towards the organisation management.
  • Flexibility and willingness to adapt to the changing needs of the Embassy.
  • Ability to handle multiple tasks and work under time pressure.
  • Excellent command of German and Danish
  • Good knowledge of the English language

We offer

  • An exciting, inter-cultural and dynamic work environment with a wide range of diverse tasks.
  • Working with interesting and stimulating tasks in an environment of highly motivated colleagues.

Employment conditions

  • You will be offered full time employment for min. one year with the possibility of extension on a local contract. The contract will be based on the Staff Rules for the Danish missions in Germany, which again are based on the relevant legally binding labour market rules of Germany.
  • Your standard working hours will be 37 hours per week with a degree of flexibility in organizing your own daily working hours.
  • You will be entitled to 5 weeks of paid holiday per year.
  • Your salary will reflect your qualifications, relevant experience and proven work-related results.

Application and recruitment process

To apply for the position, please send your application (cover letter, CV, proof of relevant education, recommendations, 2-3 references and document on “No Criminal Record” from the country of your residence) in German to Lena Warntjen at beramb@um.dk marked: “Your Name/Application for local position as Administrative Officer” no later than November 25h.

Please attach a “No Criminal Record” from your residence country to your application.

The Embassy attaches great importance to equal opportunities for all and therefore welcomes applications from all qualified persons regardless of race, sex, religion, age or disability.

Selected candidates will be invited for interviews – expected to take place in December 2018.

The chosen candidate must and pass security clearance by the Danish authorities prior to appointment.


For any questions regarding the position, please contact Lena Warntjen at lenwar@um.dk or by telephone +49 30-5050 2114.

About us

The Danish Embassy is part of the Danish Foreign Service. The Embassy covers Germany with accreditation to Switzerland and Liechtenstein. The Embassy is an ambitious, high-paced and dynamic workplace with approximately 35 employees, 9 of whom are posted from the Danish Ministry of Foreign Affairs.