Roles and responsibilities:

The jobholder will be responsible for an integral part of the Defence Section. Their key responsibilities will focus on the management of DS finances, equipment and information. They will be required to ensure that DS personnel adhere to FCDO and UK MOD policies and practices when carrying out duties and make sure all financial, operational and administrative activities are congruent with the bilateral Defence Activity Plan and x-Embassy Country Business Plan. They will do this in the following ways:

Finance and Management:

• Manage the Defence Section finances including operational spends across various funding streams and compile timely accurate returns to MOD London and UK Strategic Command.

• Ensure that payments relating to Defence activity are completed on time and within budget. Liase with the Embassy Corporate Services Team and keep comprehensive electronic/paper records to meet all necessary audit requirements.

• Process invoices, requisition responsibilities:

  • I-expenses, GPC/CCC card, accounting, impress (where appropriate) etc;
  • Dealing with administrative tasks including purchases, suppliers, making travel and hotel arrangements (eg booking hotel accommodation, making transport arrangements, car rental etc);
  • Assisting the Defence Section including electronic and paper file management; reception and hosting of visitors to the Defence Section, diary arrangements, mail distribution, residence maintenance issues and any communication with corporate services;
  • Facilitating customs clearances;
  • Completion of local accounting (PAG) forms.
• Assist in preparing and delivery of inward and outward visits to and by Albanian Ministry of Defence and Albanian Armed Forces. This is to include liaison with UK Home Office/Border Force, ensuring that all necessary paperwork is prepared, and facilitation letters are produced.
• Assist DA/DDA in preparation and delivery of monthly and annual reports, ad-hoc briefs, official correspondence including Note Verbales.

Defence Section Core Activities

Assist the DA and DDA in managing and strengthening the UK-Albanian Defence relationship through regular liaison with opposite numbers in the Albanian MOD and the cultivation of a strong network of contacts. In addition to these duties the employee must be prepared to:

• Assist in the maintenance of records of UK Defence Alumni and arrange events to continue to foster UK-Albanian Defence relations.
• Assist in the processing of Diplomatic Clearances for overflight permissions and activities.
• Assist in coordination annual Remembrance Day activities and other similar public and defence diplomacy activities.
• Be prepared to support UK activity in Albania including receiving, sustaining and onward integration (RSOI) of UK Defence and Defence-sponsored personnel, escorting or visitors when required, translation of official and unofficial correspondence and myriad administrative tasks.

Media and Messaging

Lead, in coordination with the DDA, the media and messaging effort for the Defence Section. This can include engagement with traditional media outlets in coordination with the Embassy Press and Public Affairs Officer. In addition:

• Draft, socialise and post relevant and interesting content on Defence Section Social Media channels (FB, Twitter/X and Instagram).
• Liaise with relevant personnel in the UK (MOD and FCDO) and Albania (Albanian MOD and others) to secure relevant permissions in advance of publishing material.
• Proactively come up with interesting and engaging ideas to increase audience numbers and engagement across social media.
• Represent the Defence Section at x-Embassy Comms meetings.

Programme and Project Management

Act as the focal point (in coordination with the DA, DDA and ADA) for all reporting (financial and delivery objectives) for CSSF/ISF funded programmes in Albania. This will include preparation of regular reports to be submitted to MOD London and the Western Balkans Programme Unit. In addition:

• Be prepared to lead on discrete projects for the Defence Section when directed to do so.
• Act as the Embassy’s co-lead for the cross-government Women in Uniform Alliance project encompassing Defence, HMRC, HOIO and Ministry of Justice.
• Prepare monthly analysis of current spend-to-date across different funding streams to inform the DA and provide them an accurate picture of current spending trends and potential availability of future funds.
• Lead (in conjunction with the DDA) on maintaining accurate records on the Defence Activity recording database (ESCAPADE).