Administrative Assistant (BEL21.507)

FCDO - Foreign, Commonwealth & Development Office

FCDO - Foreign, Commonwealth & Development Office

Administrative Assistant (BEL21.507)

FCDO – Foreign, Commonwealth & Development Office

Brussels, Belgium

The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.

Job Category: Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Job Subcategory: Corporate Services Support

Job Description (Roles and Responsibilities)

Our daily work relies on the input of dedicated individuals who engage on many different topics and activities. We seek to employ a diverse range of candidates who bring their own talents and perspectives to the role. We have a strong corporate agenda that ensures we create a positive and inclusive working environment where everyone is valued for their contribution.

The Foreign, Commonwealth & Development Office’s (FCDO) diplomatic missions in Benelux are part of a world-wide network of over 230 Posts representing British political, economic and consular interests overseas. Corporate Services Benelux (CSB), a joint service leading on operational support to the UK diplomatic missions in Brussels and Benelux, is now looking for an Administrative Assistant to support the operations of the Residence by taking on a variety of administrative tasks.

Main Duties and Responsibilities:

  • Diary management: handling enquires/making bookings/sending booking forms;
  • Printing menus/place cards/table plans;
  • Liaising with kitchen staff on menu choices;
  • Working with waiting-staff to communicate set-ups, arrival times and dietary restrictions;
  • Recording consumption for invoicing purposes and preparation of internal invoices;
  • Preparing supplier invoices for management approval;
  • Conducting tours of residence with new-starters;
  • Managing leave and absence calendar for team;
  • Collating feedback from Private Offices (POs) for continuous improvement purposes;
  • Liaising with IT when necessary;
  • Ordering of supplies; flowers/office supplies/residence supplies.

Essential qualifications, skills and experience

  • Full professional proficiency in English, including excellent writing skills (written and spoken, minimum of C1 level for CEFR framework);
  • Excellent communication skills;
  • Detail oriented with proven administration skills;
  • Experience of diary management;
  • Good interpersonal skills;
  • Excellent time management skills;
  • Ability to work under pressure.

Desirable qualifications, skills and experience

  • Proficiency with MS Teams, Outlook and Excel;
  • Good spoken and written French.

Required competencies

Changing and Improving, Collaborating and Partnering, Managing a Quality Service, Delivering at Pace.

Application deadline: 30 November 2021
Grade: A1 (L)
Type of Position: Fixed Term, Full-time
Working hours per week: 36.25
Duration of Post: 6 months
Region: Europe, Eastern Europe & Central Asia
Type of Post: British Embassy
Number of vacancies: 1
Salary: Currency EUR
Salary: 2,945.07 (gross)
Start Date: 1 February 2022

Other benefits and conditions of employment

This is a fixed term contract of 6 months for 5 working days (36.25 hours net) per week.

The monthly gross salary for this position is € 2,945.07, A1 level. In addition, we offer an extensive salary package, which includes a 13th month, luncheon vouchers, pension scheme, optional hospitalisation insurance (subject to monthly employee contribution), reimbursement of public transport and a lot more. We offer more days of annual leave than the Belgian requirements.

Please note that Belgian nationals will be paid their salary gross and are expected to comply with their tax obligations through completion of a tax return to the Belgian authorities. Non-Belgian nationals will receive their salary net, minus the deduction of an equivalent level of Belgian tax retained at source. Further information on this will be given to candidates during the recruitment process.

Staff recruited locally by the British Diplomatic Missions in Belgium are subject to Terms and Conditions of Service according to local Belgian employment law.

The successful candidates will be subject to professional background checks and security clearance.

Passport: officers are expected to be in possession of a passport due to the possibility that they may be asked to undertake business travel.

Visa/work permit requirements: Candidates must currently hold the independent right to live and work in Belgium and be prepared to ensure that right remains throughout the scope of the contract.

Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.

Additional information

Please note, Common European Framework of Reference for Languages: Learning, Teaching, Assessment indicates Level C1 as Mastery or proficiency Level which comprehends that a person can understand with ease virtually everything heard or read; can summarize information from different spoken and written sources, reconstructing arguments and accounts in a coherent presentation; can express themselves spontaneously, very fluently and precisely, differentiating finer shades of meaning even in the most complex situations. For more information please click on the following link CEFR. Please bear in mind in case you are invited for an interview your languages skills are going to be assessed.

Please be advised that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.

We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered.

Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.

Information due to COVID-19:

  • You may experience some delay in the progress of this recruitment campaign and we are working hard to minimise any disruption;
  • Interviews will be done remotely if the existing situation determines this to be the right course of action;
  • Starting date may be delayed depending on circumstances at the time and it will be agreed with the selected candidate.

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