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  • Posted: Feb 25, 2020
    Deadline: Mar 15, 2020
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    The Embassy of Belgium is looking for suitably qualified personnel for the below role


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    Multi Skilled Administrative Operative

    The Embassy of Belgium in Abuja is recruiting a Multi skilled administrative operative, who will function:

    a)   As a "secretarial operative":

    Carry out secretarial tasks in order to support the manager/service/post in daily administrative management.

    • Manage agendas or other schedules
    • Make necessary contacts for the service or the manager with local official bodies, other representations, private organisations, suppliers, etc.
    • Sort and record incoming and outgoing correspondence
    • Proofread and, if necessary, correct documents (spelling, layout, etc.)
    • Reply (telephone, e-mail, letters) to simple requests
    • Draft letters/verbal notes/various communications under the manager's supervision
    • Create spreadsheets and prepare simple presentations
    • Help to write certificates concerning nationality, public records, etc.
    • Prepare mission authorisations and book trips, hotels for the manager and/or other internal staff, etc.
    • Contribute to the management of certain files concerning staff (recruitment/end of contract, salary sheets, presence sheets and holiday sheets, etc.)
    • Search for and keep up-to-date information and documentation that is useful for colleagues' work
    • Prepare/complete files for meetings, missions, etc.
    • Regularly report on (feedback) the status of files
    • Manage simple instruction files (diplo-flights, routine notifications to local authorities, etc.)

    b)   As a "front office operative":

    Welcome and receive 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.

    • 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
    • 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.

    c)   As a "back office operative":

    Prepare, encode and monitor the evolution of applications according to the procedures and regulations in force in order to support the manager/service/post in consular activities.

    • Check documents and complete applications, if necessary by contacting the applicant
    • Check the authenticity of documents if necessary
    • Prepare certificates and various acts and documents
    • Reply to mail from Belgian or foreign citizens, local authorities, honorary consulates, etc. pertaining to consular affairs

    Requirements

    Minimum a Polytechnic/Bachelor’s degree in administration/secretariat or similar, PLUS

    • Minimum of two (2) years of relevant experience
    • Fluent speaking, writing and reading in English is required (language proficiency will be tested)
    • Proficiency of Microsoft Word, Excel and Outlook is a must (proficiency will be tested)
    • Knowledge of either French or Dutch is an asset.

    Salary

    The monthly gross salary is 200,390.- monthly transport and housing allowance is 35,582.- Naira; 8% pension contribution is withheld; accepted medical expenses are reimbursable at 90% - 24 working days holidays a year

    Method of Application

    Interested applicants for this position MUST adhere to the following, or the application will not be considered:

    Only electronic submissions sent in 1 email (containing the application letter, cv and additional documentation) will be accepted, PLUS

    • The attached resume or curriculum vitae must provide the necessary information
    • Additional documentation must support/address the requirements listed above (e.g. Transcripts, Degrees, Certificates etc.)
    • The application letter must be type-written and signed, apply specifically for this position, and address the minimum requirements as advertised
    • Electronic submissions cannot be larger than 5MB. Please submit attachments ONLY in PDF and Word formats, NOT pictures.
    • Emails received without the appropriate subject line and incomplete applications will not be considered.

    Submit application to Abuja.Job@diplobel.fed.be by March 15th 2020 at the latest.

    Note:

    • Mailed (paper/hard copies) applications will NOT be accepted.
    • All not resident applicants must have the required work and residency permits to be eligible for consideration.
    • Due to the high volume of applications received, we will only contact applicants who are being considered.

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