Multi Skilled Administrative Operative - Consular Section at The Embassy of Belgium

Position: Multi skilled administrative operative - Consular section

Location: Abuja, Nigeria
Hiring Agency: Embassy of Belgium in Abuja
Grade: GS4/0
Work Schedule: Full-time – 38.5 hours per week
Duration: 1 year contract with possible extension
Closing date for applications: 20-03-2022 at 23:59 UTC/GMT

Summary of position

Under the general supervision of the Consul and the direct supervision of the Visa Agents, the Multi skilled administrative operative will be part of the Consular section of the Embassy of Belgium in Abuja. As a "front office operative", the Multi skilled administrative operative welcomes and receives the frontline questions, requests and documents of Belgian or foreign citizens in order to provide a response or immediate help or to convey/transmit them to the manager. As a "back office operative”, the Multi skilled administrative operative prepares, encodes and monitors the evolution of applications according to the procedures and regulations in force in order to support the manager/service/post in consular activities.

Essential qualifications

Education:

• A minimum of a Bachelor’s degree from a recognized university.

Experience:

• Minimum 3 years of recent experience working within an office environment in an administrative support or program assistant capacity for a corporate organization, foreign mission, government office or international organization.
• Minimum 3 years of recent experience providing effective client service and dealing with the public (in person, by telephone, and electronic messaging).

Main tasks:

Examples of tasks as a "front office operative":

• Inform the visitor about the documents needed, regulations and procedures, timescales, etc;
• Inform and answer requests by e-mail, telephone; if necessary, forward them to a manager;
• Receive and examine the documents presented;
• Question/guide/advise/help the applicant with procedures;
• Conduct relevant interviews (for example, marriages of convenience);
• Register files in the software indicated and according to the rules in force;
• Inform the applicant of the outcome of his application;
• Issue certificates or other documents required by the applicant;
• Supply brochures, information sheets, etc.

Examples of tasks As a "back office operative":

• Check documents and complete applications, if necessary by contacting the applicant;
• Check the authenticity of documents if necessary;
• Prepare the applications, if necessary after pre-analysis, give an initial opinion to the application's managers on the basis of the documents and contacts with the visitor;
• If necessary, prepare applications for the Immigration Office and answer its questions or those from other authorities;
• Follow the path of applications through to their outcome;
• Prepare certificates and various acts and documents;
• Contribute to the organisation of elections for Belgians in the host country;
• Update various databases, including the crisis database, website with new instructions, etc;
• Reply to mail from Belgian or foreign citizens, local authorities, honorary consulates, etc. pertaining to consular affairs.

General behavioural skills.

• Be able to work in a team: Contribute to a good team spirit and a good atmosphere at work by sharing ideas and useful information, listening to the opinions of others, participating in the service's activities, being prepared to help spontaneously or on request and combining strengths, avoiding and resolving disputes.
• Be service-oriented (internal and external users): Give priority to the needs of users (internal and external) and offer a fast, proactive, personalised, effective service (with the required transparency and integrity) and establish constructive contacts.
• Show respect: Show others respect and be open to their ideas, their opinions and their differences, whether cultural or other. Accept procedures and instructions in accordance with oneself and others.
• Be reliable/trustworthy/loyal: Act honestly, in accordance with the job's requirements, respect ethical principles, including confidentiality and integrity respect your commitments and avoid any form of partiality.
• Be able to adapt/Be flexible: Adopt a flexible attitude, adapt to changes in various situations. Be flexible in terms of the roles and tasks allocated, working hours and, if necessary, the place of work.
• Be capable of developing yourself: Constantly attempt to progress in your job and, if necessary, take initiatives to develop new skills according to available resources.
• Invest in order to achieve your goals: Be involved, do your utmost and show your wish to achieve your goals and the goals of the service and/or the post. Take responsibility for the quality of the actions undertaken.
• Attention to details: Ability to accomplish/complete a task while demonstrating a through concern for all the areas involved, no matter how small. This means monitoring and checking work or information, while organizing time and resources efficiently.

Knowledge and technical skills

Languages:

• Fluency in English (reading, writing, comprehension and speaking)
• Basic level in one of the official languages of Belgium is an asset

Regulations and internal/external contexts:

• Basic knowledge of local legislation
• Basic knowledge of consular practices

ICT tools:

• Advanced knowledge of MS Office (MS Word, MS Excel, MS Outlook);
• Advanced knowledge of windows operating system
• Basic use of printing equipment
• Basic use of search engines

Writing skills:

• Ability to write clear and concise e-mails, letters, minutes of meetings or advisory notes.
• Effective interactive communication

Oral skills

• Being comfortable with the use of the phone
• Ability to give users information
• Ability to make a presentation
• Ability to conduct a meeting
• Ability to defend a position
• Effective interactive communication

Additional qualifications considered as an asset:

• Master’s degree from a recognized university
• Basic level in one of the official languages of Belgium
• Experience working in a foreign country
• Experience working for a foreign mission
• Basic knowledge of a graphic design software

Recruitment

Conditions of Employment:

• You must be a Nigerian citizen or legally able to work at the Embassy of Belgium in Nigeria. Please note that the Embassy does not sponsor work authorizations directly or indirectly.
• Before an offer of employment can be made, candidates must provide a local Nigerian address as proof of residence so that if selected, it will appear on the offer letter.
• Proof of educational qualifications will be required at the interview stage of the process.