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Vacancy: Administrative Assistant to the Defence Attaché

27.03.2024 - Artikel

The Embassy is looking for an administrative assistant to the Defence Attaché for a full-time position, with an initial employment duration of one year from 1 September 2024

The Embassy of the Federal Republic of Germany in Copenhagen

is looking for an administrative assistant to the Defence Attaché
for a full-time position, with an initial employment duration of one year
from 1 September 2024

General responsibilities

  • general administration of the Defence Section, including information management, managing the Defence Section Calendar and Forecast of Events, as well as carrying out secretarial work
  • arranging of diplomatic clearances
  • coordinating and preparing all administrative tasks related to official meetings and visits
  • making travel arrangements
  • performing a variety of clerical tasks in English, Danish and German
  • liaising with other administrative counterparts inside and outside the Embassy
  • responsible for ensuring the accuracy of outgoing correspondence and for distributing incoming messages

Skills / experience / qualifications

  • must have completed vocational training
  • a minimum of 3 years of relevant work experience as an administrative assistant or secretary
  • must be fluent in English and Danish
  • the Embassy´s working language is German. A knowledge of the language is desirable
  • excellent written and verbal communication skills and a sense of diplomacy when dealing with guests and counterparts
  • team spirit is essential
  • excellent organisational skills, including time management, and the ability to prioritise work
  • high trustworthiness, discretion, reliability and flexibility
  • resilience at work
  • must be an advanced user of Microsoft Office tools, in particular Word, Excel and Power Point
  • knowledge of Germany and of the German and Danish Armed Forces is desirable
  • must be a national of an EU member state or hold a work and residence permit for Denmark

The terms of the employment contract are governed by Danish law. The starting salary is at least DKK 38,113 and can be higher if credit can be given for previous work experience and employment periods. In addition, holiday pay is granted once per year.

Embassy employees are members of a collective company pension scheme with an additional employer contribution of 10% and an employee contribution of 5%. Taxation of the remuneration is based on the double taxation agreement between Germany and Denmark of 22 November 1995. A medical and security check is mandatory prior to employment.

Applications should include

  • a letter of motivation in German, English or Danish
  • a curriculum vitae (CV), in table format, in German or English
  • scans of your school leaving certificate, vocational diplomas, letters of recommendation
  • proof of language skills
  • a copy of your valid ID (passport) and your work and residence permit, if applicable

and should be submitted to vacancy@kope.diplo.de no later than 21 April 2024.
Incomplete applications will not be accepted. Travel expenses for the interview cannot be reimbursed. Acknowledgment of receipt of applications will not be sent.
Interviews are expected to be held by mid-May 2024.

The Federal Foreign Office has set itself the goal of promoting the careers of women and expressly invites qualified women to apply.

Information regarding the protection of your data can be viewed here:

Last updated in May 2020

Thank you for your interest in working at one of Germany’s missions abroad.
The following notice is intended to inform you about how we deal with your personal data and to fulfil our obligations under Article 13 of the GDPR.

1. Controller and Data Protection Commissioner

Under section 2 of the Foreign Service Act, the Federal Foreign Office (headquarters) and the German missions abroad form one single federal authority.

Under Article 4 (7) of the GDPR, responsibility as controller for the processing of personal data lies with:

Auswärtiges Amt (Federal Foreign Office)
Werderscher Markt 1
10117 Berlin
Telephone: +49 (0)30 18 17-0 / help desk: +49 (0)30 18 17-2000
Fax: +49 (0)30 18 17-3402
Contact the help desk

The Federal Foreign Office Data Protection Commissioner can be contacted as follows:
Datenschutzbeauftragte/r des Auswärtigen Amts
Auswärtiges Amt
Werderscher Markt 1
10117 Berlin
Telephone: +49 (0)30 18 17-7099
Fax: +49 (0)30 18 17-5 7099

Contact the Data Protection Commissioner

If you have questions about data privacy, you can also get in touch with the mission’s contact person for data protection matters. They can be reached as follows:

Embassy of the Federal Republic of Germany
Göteborg Plads 1
2150 Copenhagen Nordhavn
Telephone: +45 35 45 9900
E-Mail: vacancy@kope.diplo.de

2. Purpose and legal basis for the processing of data

Your personal application data will be processed solely for the purpose of recruitment for the given vacancy.

The legal basis for such processing is Article 6 (1) b of the GDPR or Article 88 of the GDPR in conjunction with section 26 of the Federal Data Protection Act or Länder-specific legislation. Your data must be processed in order for us to take decisions on the recruitment of members of staff.

Processing for any additional purposes, for example inclusion in a pool of candidates or on a list for future vacancies, only occurs with your consent pursuant to Article 6 (1) a and Article 9 (2) a of the GDPR.

3. Storage of personal data

Your personal data will be stored after the recruitment process as follows:

  • as a rule for six months if you have been unsuccessful in the recruitment process;
  • for up to three years, if you have consented to be included in a pool of candidates or a list for future vacancies;
  • for the duration of your employment contract, if you are successful in the recruitment process.

Your personal data will be deleted upon expiry of the storage period.

4. Your rights

a. As a data subject, you have the following rights if the relevant conditions have been met:

  • Right of access, Article 15 of the GDPR
  • Right to rectification, Article 16 of the GDPR
  • Right to erasure (right to be forgotten), Article 17 of the GDPR
  • Right to restriction of processing, Article 18 of the GDPR
  • Right to data portability, Article 20 of the GDPR
  • Right to object to processing, Article 21 of the GDPR.

b. If the processing of your personal data is based on your consent (e.g. for inclusion in a pool of candidates), you have the right to revoke this at any time without stating the grounds. Such withdrawal of consent does not affect the lawfulness of any use based on your consent prior to its withdrawal (Article 7 (3) GDPR).

c. You also have the right to complain to a data protection supervisory authority about our processing of your personal data (Article 77 of the GDPR). The data protection supervisory authority responsible for the Federal Foreign Office and Germany’s missions abroad is the Federal Commissioner for Data Protection and Freedom of Information (Bundesbeauftragter für den Datenschutz und die Informationsfreiheit).

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