Assistant Head of Mission at Embassy of Belgium in Abuja

Position: Multi-skilled administrative operative/principally active in secretarial work and organization in support of the Head of Mission

Location: Abuja, Nigeria

Hiring Agency: Embassy of Belgium in Abuja

Grade: GS4/0

Work Schedule: Full time – 38.5 hours per week

Duration: 1 year contract with possible extension

Closing date for applications: 14/02/2025 at 23:59 UTC/GMT

As a “secretarial operative”:

Carry out secretarial tasks in order to support the Head of Mission in the daily administrative

management :

Manage agendas or other schedules
Make necessary contacts for the service or the Head of Mission 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
rigorously keep the register of contacts (electronic business cards, diplomatic lists, …) of the
Head of Mission up to date.
Draft letters/verbal notes/various communications under the Head of Mission’s supervision
Create spreadsheets and prepare simple presentations
Prepare the minutes of internal meetings
Prepare mission authorisations and book trips, hotels for the Head of Mission
Manage small accounting tasks for the Head of Mission
Contribute to the management of certain files concerning staff of the Residence
(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 an “organiser”:

Contribute to practical organisation or manage the practical organisation of meetings, conferences,
seminars, official visits or other events in order to guarantee the successful organisation of these
activities and the brand image of the Embassy.
Draw up a timetable
Draw up the list of participants/guests and prepare the invitations
List the equipment and services needed (premises, various equipment, catering, interpreters,
etc.)
Contact suppliers in order to benefit from offers and carry out an initial analysis in order to
make proposals to the manager, if necessary
Book flights, hotels, restaurants, etc.
Organise the necessary vehicles and transport to the sites of the activity, hotels, etc.

Requirements

Education:

A minimum of a Bachelor’s degree from a recognized university.

Experience:

Minimum 3 years of recent experience working within an office environment in an
administrative support or program assistant capacity for a corporate organization, foreign
mission, government office or international organization.
Minimum 3 years of recent experience providing effective client service and dealing with the
public (in person, by telephone, and electronic messaging).
Fluently speaking, writing and reading in English is required. Language proficiency will be
tested. Knowledge of either French or Dutch is an important asset.

Recruitment

Conditions of Employment:

You must be legally able to work at the Embassy of Belgium in Nigeria. (Please note that the
Embassy does not sponsor work authorizations directly or indirectly).
Before an offer of employment can be made, candidates must provide a local Nigerian
address as proof of residence so that if selected, it will appear on the offer letter.

Method of Apply

Send your application to: abuja.job@diplobel.fed.be with the following subject: “Multi-skilled
operative – Surname Name”. Example: If your name is “Bob Thomson”, you should use the
subject “Multi-skilled operative – Thomson Bob”.

In your application, you must include the 3 following documents:

Area of Selection:

Open to internal and external applicants who are legal residents or citizens of Nigeria, who
meet all the essential requirements stated in this job poster, and whose applications are
received by the closing date. The Belgian Ministry of Foreign affairs is an equal opportunities
employer and welcomes applications from diverse sections of the community. Candidates
will be considered based on merit. Our Embassy offers an inclusive workplace where respect,
teamwork, and collaboration are part of our culture

Salary : 7.166,90 € annually