Embassy of Belgium Recruitment for Multi Skilled Administrative Operatives

Embassy of Belgium

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  • Full Time
  • Abuja
  • Applications have closed

The Embassy of Belgium is looking for suitably qualified candidates for the position below:

Job Title: Multi Skilled Administrative Operative

Location: Abuja

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

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.)

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.

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 / Benefits

  • The monthly gross salary is N200, 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.

Application Closing Date
15th March, 2020.

Method of Application
Interested and qualified candidates should submit their Applications to: Abuja.Job@diplobel.fed.be adhering 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.

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.