British Defence Staff Commemorations Officer
il y a 4 semaines
Job Description (Roles and Responsibilities)
**Who are we**:
The British Embassy in Paris is part of a worldwide network, representing British political, economic and consular interests overseas. The British Defence Staff (BDS) - France plays a key role in developing, maintaining and promoting the UK-French defence and security relationship. Its mission is to build enduring strategic relationships with a wide range of French partners in order to further the objectives outlined in the UK Defence Strategy for France.
BE Paris and the BDS receive invitations to nearly 200 commemorations each year, ranging from the Arc de Triomphe to small events in First & Second World War battlefields, careful and sensitive management is required of the commemoration forecast to ensure that the UK is appropriately represented. The BDS team consists of 18 people. There exists an exciting new opportunity for a **BDS Commemorations Officer** to join the team. The jobholder will be working in a fast paced, dynamic and professional office.
**The role encompasses**:
- Managing a diary of approximately 200 commemorative events per year
- Assigning Attachés /ELO network to events to ensure coverage
- Maintaining databases and ensuring contact lists are up-to-date
- Organising national and international travel and accommodation
- Ensuring compliance with MOD financial and budgetary requirements
- Managing commemorative expenditure on an EPC
- Over seeing annual financial expenditure linked to events
- Managing correspondence for commemorative events
- Supporting programmes for incoming senior visitors
- Briefing Attachés on upcoming events
- Organising and supporting events in liaison with other Embassy partners
- Tracking and forecasting commemorations to ensure appropriate UK participation
- Responsible for ordering, accounting, allocation and dispatch of wreaths
- Drafting and preparing briefs for all UK participants attending commemorations
- Leading on larger scale commemorative events by liaising with the RBL and CWGC, French authorities and MOD
- Leading on smaller scale commemorative events by liaising with national and local French authorities for logístical and security arrangements
- Representing coordinating and overseeing commemorative events in conjunction with the Chief of staff
- Coordination support for the Chief of staff and representing and deputising in their absence at planning meetings and recces as necessary.
- Collating leave and work from home requests for all of BDS for the Chief of Staff approval
- Creating and maintaining your own network of contacts
- Working with other BDS-France and Embassy staff on common tasks as required
- Support the JCCC with the increased numbers of rededication ceremonies from the Canal du Nord project
- Arranging media coverage for key events
- Coordination of media coverage for events with the communications officer
- Cover overflight and land clearances as a part of duty coverage.
- Carry out the role of duty officer on a rotational basis - on call duty
- Covering for other members of BDS as necessary
- Management of requests for BDS vehicle fleet and drivers
- Responsible for complex programming and tasking process of transport plans all BDS activities
- Management supervision, compliance oversight of all BDS drivers for working hours
- Outsourcing driving details where drivers are not available
- Oversight for weekly tasks brief to drivers and coordination of driving requirements throughout BDS
- Maintaining suitable records relating to vehicles and drivers
- Ensuring drivers maintain suitable records of driving details, transmit receipts, for accounts reconciliation
- Coordinating leave and availability of drivers
- Overseeing driver’s correct and timely submission of Travel and subsistence requests.
Essential qualifications, skills and experience
- Full professional proficiency in English, including excellent writing skills (written and spoken, minimum of C1 level for CEFR framework*)
- Basic user of French
- Able to multi-task and prioritise urgent work while ensuring that routine tasks are not overlooked
- Security cleared to work within the Embassy security zone
- Able to present a professional image of the BDS - France
- Able to communicate clearly and to liaise closely with contacts at all levels
- Computer literate (Outlook, Excel, Word, PowerPoint, SharePoint)
- Able to work out of hours for specific events including, occasionally, events outside Paris
Desirable qualifications, skills and experience
**It will be a plus**:
- Previous experience with commemorations
- Some knowledge of finances
- Possess an enthusiastic, team-player attitude
- Have a strong sense of service
- Some understanding of British and/or French military organisation
- Experience of working within UK MOD/FCDO environment
- Required behaviours- Seeing the Big Picture, Making Effective Decisions, Managing a Quality Service, Delivering at Pace, Communicating and Influencing, Working Toge
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