Embassy of Belgium/Administrative Assistant

The diplomatic representation of Belgium in Stockholm is looking for a full-time multi-skilled administrative assistant in consular affairs Contract of 1 year (can be transformed into a contract of indefinite duration)

The Embassy of Belgium in Stockholm is Belgium's diplomatic representation to Sweden and Latvia. We also provide consular services to Belgians within our jurisdiction.

JOB CONTENT:

As a front-desk assistant, you are responsible for, inter alia:
- Replying to requests from external clients (via telephone, e-mail, letters);
- Answering incoming telephone calls during office hours.

As a consular assistant, you are responsible for, inter alia:
Registering new Belgian citizens or modifications to their personal situation in the relevant databases;
- Handling applications for passports and identity cards;
- Processing requests related to visa applications;
- Assisting with other consular work, such as the organisation of elections, matters regarding nationality, or emergency consular assistance to Belgian citizens;
- Searching for and keeping up-to-date information and documentation that is useful for colleagues' work;
- Drafting letters/verbal notes/various communications.


REQUIRED AND DESIRED COMPETENCES, AND RECRUITMENT CONDITIONS:

Technical skills and knowledge
- Languages: Dutch and/or French: required, English: desired, Swedish: desired
- Good knowledge of MS Office and willingness + ability to use additional databases and consular applications
- Excellent communication skills (both spoken and written)
Knowledge of the Belgian consular legislation and instructions, or willingness to learn about these (on-site and virtual training will be provided according to individual needs).

Soft skills
We are looking for a staff member who is able to work in a team, is service-oriented, flexible and, most importantly, reliable.

Recruitment conditions:
- Education: upper secondary education;
- Experience in a similar position is an asset but not a must.

SELECTION PROCEDURE:

Screening of CV's
- Job interview + tests (oral and written communication skills, language proficiency)
- Starting date: 1 February 2024 (to be confirmed / discussed later in the selection procedure)

OUR OFFER:

- A multi-faceted stable job in a small and motivated team, consisting of both Belgian and international staff members;
- A full time position, working days from Monday to Friday, with flexible working hours;
- A salary defined according to a grid, corresponding to your qualifications and experience;
- Additional pension insurance;
- 30 holidays per year, in addition to 14 closing days of the Embassy;
- Possibility to participate in a duty phone sharing system (compensated by additional holidays)
- Possibility to receive reimbursement for language classes (Swedish, French, Dutch or German).
- Possibility to participate in working visits in Sweden (on average 2-3 times per year).
- A fixed-term contract of 1 year, which can be transformed into a contract of indefinite duration.

MODALITIES CANDIDACY:

Candidates can send their CV, motivation letter and criminal record to stockholm@diplobel.fed.be or to Box 12195, 102 25 Stockholm, by 14 December 2023 at the latest.

More information?
Contact us via stockholm@diplobel.fed.be, or take a look on our website: https://sweden.diplomatie.belgium.be/en

CONTACT
T +46 (0) 853 48 02 00
E-mail: stockholm@diplobel.fed.be
sweden.diplomatie.belgium.be