Administrative Assistant - Brussels, België - Embassy Brussels

Embassy Brussels

Geverifieerd bedrijf

Brussels, België

3 weken geleden

Geplaatst door:

Sophie Dubois

beBee Recruiter

Beschrijving

Hiring Path:

Open to the public

Who May Apply/Clarification From the Agency:
For USEFM - FP is 07. Actual FP salary determined by Washington D.C.
All Interested Applicants / All Sources

Post policy update:

Inbound USEFM applicants DO NOT have to wait until they are within 90 days of arriving at post to apply.

Security Clearance Required:
Public Trust - Background Investigation

Appointment Type

Permanent

Appointment Type Details:

Marketing Statement:
We encourage you to read and understand the Eight (8) Qualities of Overseas Employees before you apply.

Summary:
The work schedule for this position is Full Time (38 hours per week)

Supervisory Position:
No

Relocation Expenses Reimbursed:
No

Travel Required:
Not Required

Duties:

Job holder is the first point of contact for visitors and callers to the Management section and provides a wide range of office management and administrative support functions for the

Management Office:
General Services Officers, Management Counselor, Management Officer, Joint Administrative Services (JAS), and the Mission.

Assistance to Management Officers

Schedules appointments and maintains calendars for Management Counselor and Management Officer.
Assists customers when they checkin or checkout and directs them to appropriate offices.
Take notes on conference calls and disseminates to all JAS U.S. Direct-Hire officers.
Compiles survey scores and comments for distribution.
Coordinates with all Management sections to identify contacts for yearend gratuities; orders gratuities.
Drafts Management invitee lists for multiple representational functions throughout the year.
Processes Country Clearances for the Management section and drafts travel orders and travel vouchers.
Serves as SAFE manager, sending out alerts and accountability events to the entire Tri-Mission community.
Sets up and manages virtual meetings on MS Teams, Webex, and Googlemeet for the Management Counselor and Management Officer.

Mission Administrative Support

Acts as Knowledge Manager by assisting colleagues with Department of State software systems, such as the contacts database, the Onboarding Website for new arrivals, Extranet, and the Arrival and Departure System (ADS).
Updates and sends out the duty officer book, phonebook and iPad, keeping track of all incoming and departing employees.
Coordinates with JAS subsections to regularly update existing Management policies and works them through the clearance process.
Compiles a list of all Brown Bags for all JAS sections, schedules the dates, and advertises in the weekly newsletter.
Is Timekeeper for JAS/Management and Information Management Office.
As PEGASYS Coordinator is point of contact for JAS to coordinate all input from JAS sections.

Web Captain

Updates post reports, post profile site, extranet site, etc.
Keeps SharePoint site uptodate.
Prepares and clears daily broadcasts, as well as the Brussels Broadcast compendium.

Qualifications and Evaluations:

Requirements:

EXPERIENCE:
Minimum of two years of experience as office manager or customer service manager.

JOB KNOWLEDGE:

Desktop PC operations and software packages, including Outlook, MS Word, and Excel and enterprise virtual meeting platforms (MS Teams, Webex, and Googlemeet).

Internet skills required.

Must be able to quickly become fully conversant and knowledgeable about the provision of all Joint Administrative Services (JAS) services and of JAS's position in the Tri-Mission work environment.

Education Requirements:

Two (2) years of post-secondary education.

Evaluations:

LANGUAGE:
Fluency in English. Fluency in French or Dutch with working knowledge in the other language. This may be tested.

SKILLS AND ABILITIES:
Typing, office machine operations. Must possess good organizational and analytical skills. Must possess high level of interpersonal skills and have a customer-oriented attitude, including a facility in relating to customers. Ability to juggle multiple projects and self-prioritize. Must be able to work with mínimal supervision whilst also contributing to the success of operations as a whole. Must be flexible and adaptive to changing priorities. Excellent interpersonal skills required as position requires coordinating with data gathering from many disparate departments. Able to prioritize multiple tasks with mínimal supervision. Adapt to the changing environment and needs of the section.

EQUAL EMPLOYMENT OPPORTUNITY (EEO): The U.S. Mission provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation.