The Consulate General of Denmark is looking for a Senior Administrative Officer

Position: Senior Administrative Officer

Type of employment: Full time position

Starting date: 1st February, 2025

Location: Consulate General of Denmark, Bangalore

Deadline for application: 1st December, 2024

Reporting to: Consul General – Head of Mission

The Consulate General of Denmark in Bangalore is seeking to recruit a responsible, dedicated, proactive, structured and detail-oriented full time Senior Administrative Officer with a focus on financial management and compliance to be part of our Administrative team.

We are looking for an individual with strong accounting skills and documented relevant experience of being responsible of financial and administrative processes in a dynamic and international environment. You are self-driven, hands on, and know how to develop, manage and work with multiple systems, instructions and Standard Operating Procedures (SOPs). Most importantly, you are highly motivated to take a leading role in ensuring a highly professional administration and long term operational excellence of our mission.

In this role, you will be reporting to the Consul General – Head of Mission (HoM) and be part of a professional and diverse team of colleagues covering The Trade Council, Innovation Centre Denmark and Invest in Denmark. The Administrative team consists of a Senior Administrative Officer, Administrative Assistant, Executive Assistant and Senior Facility Manager reporting directly to the HoM. You are expected to be a team player, excel in clear communication, have some experience with informal or formal team management, and be flexible and ready to contribute to tasks outside of your own portfolio - all required qualities for operating the complex and diverse portfolio of the Consulate General of Denmark in Bangalore.

Main responsibilities and tasks:

Managing financial procedures, accounting systems, quality control and verification of financial transactions.
Ensuring administratively and financial compliance with the high standards of the Ministry of Foreign Affairs of Denmark.
Liaise with administrative and economic departments at the Embassy of Denmark in New Delhi and Ministry of Foreign Affairs of Denmark.
Managing daily, monthly and quarterly accounting and bookkeeping tasks and processes.
Preparing monthly and quarterly management of accounts as well as financial reports and forecasts.
Handling GST entries and relevant paperwork for submission at the GST Office.
Supporting HR processes including recruitment, security clearance, contract formulation, salary agreements, MEA liaison, onboarding, offboarding, etc.
Organising, archiving and maintaining physical and softcopy files.
Maintaining all databases related to property, staff, mission, etc.
Misc. secretarial assistance to Posted Staff, handling telephone enquiries, maintaining leave records & certain confidential files for statutory requirements.
Any other secretarial and/or administrative tasks as may be assigned by the HoM.

Required qualifications

Relevant education and minimum 10 years of experience in a similar role.
Advanced knowledge of working with MS Office (in particular excel), Microsoft Dynamics NAV or similar ERP systems.
Proficiency in both spoken and written English.
Excellent communication and interpersonal skills.
Excellent organizational and multitasking skills.
A high sense of responsibility.

Ability to work independently and efficiently and at the same time thrive in a team oriented environment. Some experience with informal or formal team management is a plus.

Flexible and adaptability to changing needs and requirements.

Well-developed problem solving skills with a focus on complex financial issues.
Negotiation skills in high-pressure situations.

We offer

An exciting, inter-cultural and dynamic work environment with a wide range of diverse tasks.
An opportunity to work within the Ministry of Foreign Affairs of Denmark at a medium sized representation, where we have all the diplomatic tools at our disposal and you will be involved in many different activities.
Great opportunities for further development of your professional and personal competences.
A large degree of self-dependence and work-life balance.

Employment conditions

You will be offered a full time employment.
The position falls within salary grade 4 in accordance with the Salary Policy for Local Staff at the Consulate General of Denmark in Bangalore and Embassy of Denmark in New Delhi. All 6 salary grades comprise 15 steps. Currently salary grade 4 step 1 starts with a gross salary of INR 86,555 and ends with INR 1,55,580. The assigned grade and step of the selected candidate will reflect qualifications, relevant experience and proven work-related results.
Your standard working hours will be 37 working hours per week including paid lunch break of 30 minutes per day. Three months’ probationary employment would be applicable.
Medical coverage (80:20, where 80% of the medical expenditure is reimbursed by the
Embassy) for you and your immediate family members.
As part of your salary you will be enrolled in the EPF-scheme.
13-month salary according to the Schemes of the Ministry.
You will be entitled to 25 days of paid leave per full year of work (2.08 days earned per
month)
Communication equipment incl. mobile device needed in order to carry out the role.

Application and recruitment process

To apply for the position, please send your application (cover letter, CV, proof of relevant education, recommendations and 2 references) in English ATTN: Ms. Nischitha Paderu, [email protected] with subject line “Application for Senior Administrative Officer, Bangalore – [your name]” no later than 1^st December, 2024.

The Consulate General is obliged to follow EU-rules of handling personal information (GDPR) when we receive and process job applications. Our processing of personal information will rely on your consent (art. 6, no. 1 litra a). Please read the privacy policy of the Danish Ministry of Foreign Affairs before applying (http://um.dk/en/about-us/organisation/contact-information/the-ministry-of-foreign-affairs-of-denmark-personal-data-policy). By sending your application, you actively consent to our processing of your personal information. In the above-mentioned policy you can read more about your rights (among others your right to withdraw your consent), how we process your data and how to complain about our processing of your personal data.

You can apply in two ways:

Applicants with Danish NemID: The application must be send to the Consulate General through eBoks. Applications through e-Boks/Borger.dk must be send to the Ministry of Foreign Affairs (Udenrigsministeriet) with the recipient marked as “Consulate General Bangalore” and the subject “Application for Senior Administrative Officer, Bangalore – [your name]”
Applicants living outside of Denmark who do not have NemID: The application should be send either via e-mail to [email protected] marked “Application for Senior Administrative Officer, Bangalore – [your name]”) or letter post. If you apply via letter post, kindly send your application to the Ministry of Foreign Affairs (address below) and send a notification about your letter post application to [email protected]

Consulate General of Denmark

142, 4^th Main Rd, Defence Colony, Indiranagar

Bengaluru, Karnataka 560038

The Consulate General of Denmark 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 between 9^th - 13^th December, 2024.

The chosen candidate must present a “No Criminal Record” and pass security clearance by the Danish authorities prior to appointment.

Questions

For any questions regarding the position, please contact Executive Assistant to the Consul General, Ms. Nischitha Paderu at [email protected]