Full time multi-skilled administrative assistant

The Embassy of Belgium in Stockholm is hiring a Full time multi-skilled administrative assistant active in the consular field


You will be responsible for consular matters and will work under the direct supervision of the Consul.
The position will be vacant from July 1st 2020 on.


Main tasks
As a "front office operative" you will be responsible for appointments management and for providing consular information (on standard consular issues such as registration, civil and family law questions, social security questions, identity cards and passports, visa requests), and thus
. welcome and receive frontline questions and requests of Belgian, Swedish/Latvian or third country citizens in order to provide a response or assistance, or to convey further to the consul,
. inform and answer requests by e-mail and telephone and, as necessary, forward them to the consul,
. inform visitors about the documents needed, or about applicable regulations, procedures and timescales,
. receive and examine the documents presented ,
. question/guide/advise/help the applicant with the procedures in force,
. register files in the software indicated,
. inform the applicant of the outcome of his/her application.


As a "back office operative" you will be responsible for encoding and managing consular information and archiving consular files, and thus

. prepare, encode and monitor the evolution of applications according to the procedures and regulations in force and follow the path of applications through to their outcome,
. check documents, and their authenticity as necessary, and contact the applicant for eventual further completion,
. prepare certificates, consular acts and various other documents,
. contribute to the organization of elections for Belgians in Sweden and Latvia,
. update regularly the consular databases (such as the list of registered Belgian citizens or the crisis database), as well as the consular section on the embassy website,
. reply to correspondence with national or local authorities and honorary consulates pertaining to consular affairs.





Qualifications
. higher secondary education and/or relevant experience
. very good to excellent written and oral knowledge of Dutch or French, good knowledge of English,knowledge of Swedish is a definite plus
. adequate knowledge of the Swedish administration and its agencies
. good computer skills (MS Word and MS Excel), and be a quick learner of new IT-programs
. precision and accuracy
. flexibility and initiative
. discretion, and the commitment to work as part of a small team
. able to work under pressure and meet deadlines while maintaining precision

The Belgian Embassy offers
. a one year contract, that can be converted into a stable, long term position,
. a reliable working environment in a small and dynamic team,
. a decent salary and good working conditions.