administrative officer
Do you have strong skills in financial administration? Are you able to ensure efficient processes and high quality delivery in a busy, international working environment? If so, you might be the right fit for our team as Administrative Officer at the Royal Danish Embassy in London.
We are seeking a highly organised and detail-oriented Administrative Officer to join our Secretariat team from 1 March 2025 or as soon as possible. This role is centred on financial administration, including payroll preparation, procurement processes, expense management, and financial quality assurance. The position also provides key financial sparring to the Head of Administration in order to ensure streamlined and efficient financial operations.
Responsibilities:
As Administrative Officer, your responsibilities will include:
• Payroll management: Preparing monthly payroll data and submitting it to our external payroll provider, calculating salary compositions for contracts for new employees, and ensuring compliance with relevant regulations.
• Financial support and sparring: Acting as a sparring partner to the Head of Administration on financial matters, providing insights and recommendations to support decision-making.
• Document processing: Ongoing submission of the Embassy’s financial documentation, including vouchers and expense records to the virtual finance team (VFT).
• Financial quality assurance: Conducting regular internal quality checks of financial postings and ensuring the accuracy and compliance of financial data. Following up with colleagues to promote efficient and streamlined financial handling.
• Procurement tasks: Managing procurement processes and ensuring compliance with procurement guidelines from the Danish Ministry of Foreign Affairs.
• General Administration: Providing support on HR, compliance, and management assistance as needed.
Candidate profile:
The ideal candidate will possess the following qualifications and attributes:
• Excellent English language skills and proficiency in a Scandinavian language (knowledge of Danish culture and language is an advantage).
• A bachelor’s degree or comparable professional education and experience.
• Demonstrable experience in office administration, with a focus on financial tasks such as payroll, procurement, and/or financial quality assurance.
• A strong ability to independently manage and prioritise tasks, while adhering to deadlines and maintaining a high level of accuracy.
• Exceptional organisational skills, attention to detail, and the ability to work effectively in a fast-paced and, occasionally, unpredictable environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and a strong aptitude for IT systems. Familiarity with financial management systems is an advantage.
• A proactive and solution-oriented mindset with a commitment to efficiency, accuracy, and positive outcomes.
We offer
You will join a dynamic and professional workplace, committed to delivering high-quality financial and administrative services in a supportive team environment. Working as part of an Embassy, you will gain insight into the unique intersection of international diplomacy and public administration.
Working conditions
This is a full-time position with a 37 hour working week.
Monthly salary: £2,986 for employees subject to UK income tax or £2,550 for tax-exempt employees. An additional allowance may be added based on qualifications.
The position includes 25 paid holiday days per year.UK bank holidays are additional to this.
Application and recruitment process
To apply, please send your CV, a one-page motivation letter (in English), and relevant references to [email protected] with the subject line: Application – Position in Administration / Secretariat – YOUR NAME. Applications must be received by 12.00 GMT on January 7 2025.
The recruitment process, including security clearance, is expected to take 2–3 months. Shortlisted candidates will be invited for an interview at the Embassy in London (virtual interviews may also be arranged). Interviews are carried out on an ongoing basis.
About us
In the Danish Foreign Service, we want to promote equality and diversity. Therefore, all qualified and interested candidates irrespective of age, gender, religion and ethnicity are encouraged to apply for the position.
Contact:
Further information on the position can be obtained by contacting Head of Administration Michael Bager tel. no. +44 (0) 7733 703678 – [email protected]. The phone and text will be monitored periodically over the Christmas and New Year holiday period.