Belgium Job Openings

Embassy Brussels

Administrative Assistant (open to all)

Brussels

FULL TIME

August 28, 2024

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. !!!

If the candidate meets all of the onboarding criteria they could start working effective immediately.

Security Clearance Required:

Public Trust - Background Investigation

Appointment Type

Permanent

Appointment Type Details:

Indefinite subject to successful completion of initial one-year contract.

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)

Start date: Candidate must be able to begin working within a reasonable period of time (15 weeks) of receipt of agency authorization and/or clearances/certifications or their candidacy may end.

If the candidate meets all of the onboarding criteria they could start effective immediately.

Supervisory Position:

Relocation Expenses Reimbursed:

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

Responds to phone calls and e-mails about Management issues.
Schedules appointments and maintains calendars for Management Counselor and Management Officer.
Assists customers when they check-in or check-out 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 year-end 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 i Pad, 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 Share Point site up-to-date.
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. 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 minimal 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 minimal 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.

Qualifications:

All applicants under consideration will be required to pass medical and security certifications. All candidates must be able to obtain and hold a Sensitive But Unclassified (SBU) certification.

Benefits and Other Info

Benefits:

Agency Benefits:

Locally Employed Staff, including Members of Household (MOHs), and Third-Country Nationals (TCNs), working at the U.S. Mission in Brussels may receive a compensation package that may include extra-legal benefits: life insurance, hospitalization insurance (family included), meal tickets, transportation reimbursements, seniority leave, special holidays, training, Employee Assistance Program, etc.

For EFMs, benefits should be discussed with the Human Resources Office.

The pay plan is assigned at the time of the conditional offer letter by the HR Office.

Other Information:

HIRING PREFERENCE SELECTION PROCESS: Applicants in the following hiring preference categories are extended a hiring preference in the order listed below. Therefore, it is essential that these applicants accurately describe their status on the application. Failure to do so may result in a determination that the applicant is not eligible for a hiring preference.

HIRING PREFERENCE ORDER:

AEFM / USEFM who is a preference-eligible U.S. Veteran*

AEFM / USEFM

FS on LWOP and CS with reemployment rights **

IMPORTANT: Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of their most recent DD-214 (“Certificate of Release or Discharge from Active Duty”), equivalent documentation, or certification. A “certification” is any written document from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions within 120 days after the certification is submitted by the applicant. The certification letter should be on letterhead of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service. Acceptable documentation must be submitted in order for the preference to be given.

** This level of preference applies to all Foreign Service employees on LWOP and CS with re-employment rights back to their agency or bureau.

For more information (i.e., what is an EFM, USEFM, AEFM, MOH, etc.?) and for additional employment considerations, please visit the following link.

How to Apply

How to Apply:

All applicants must create an ERA profile and submit their complete application through ERA for each vacancy of their interest.

A complete application means that your ERA profile outlines how you meet the minimum qualifications as listed in the vacancy announcement (education, experience and language proficiency), and contains the required attachments.

For more information on how to apply visit the Mission internet site.

Required Documents:

NOTE: Resume and cover letter are not required documents and will not be considered in the recruitment process. Instead, please complete your Electronic Recruitment Application profile thoroughly to capture all information you would like for the recruiters to consider.

To qualify based on education, you MUST submit the requested degree and / or transcripts as verification of educational requirement by the closing date of this announcement. Failure to provide requested information, or the information is insufficient to verify eligibility, may result in disqualification for this position.

All Applicants:

Residency and/or Work Permit

College/University transcripts

Secondary school diploma (preferably a copy recognized by Belgian/U.S. authorities*)

Language Scores (if available)

Eligible Family Member Applicants:

Copy of Sponsor's Orders/Assignment Notification (or equivalent)
Passport copy
DD-214 - Member Copy 4, Letter from Veterans’ Affairs, or other supporting documentation (if applicable)
SF-50 (if applicable)

Clarification:

If you have a diploma of one of the following countries, your diploma is automatically recognized:

Belgium

Netherlands

Luxembourg

International diplomas awarded by the European University Institute Firenze

In case you have a foreign diploma from a country not listed above, preferably submit the professionally recognized version by cfwb/naric as outlined on our website. The recognition type that applies for this vacancy is: level recognition. The process may take about 90 days.

Next Steps:

Applicants who are invited to take a language or skills test, or who are selected for an interview will be contacted via email.

Applicants, who may need reasonable accommodation during the interview process may contact the Human Resources Office to coordinate the reasonable accommodation at the moment when they receive the invitation to a test/interview.

For further information - the complete position description listing all of the duties, responsibilities, required qualifications, etc. may be obtained by contacting the Human Resources Office.

Thank you for your application and your interest in working at the U.S. Mission in Brussels.

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