Multi Skilled Administrative Operative at The Embassy of Belgium

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

Job Title: 3 Positions Below

Company: The Embassy of Belgium

Location: Abuja

Multi Skilled Administrative Operative at The Embassy of Belgium

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 [email protected] 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.