Other British Government Departments (Partners across Government, including UK Visas)
Northern Ireland Executive
An exciting opportunity has arisen for an Administration and Finance Assistant in the Office of the Northern Ireland Executive (ONIEB) in Brussels.
The office was established in May 2001 and it is set up to strengthen Northern Ireland’s relationship in Europe. It provides a central liaison point between Northern Ireland (NI) Ministers, the EU Institutions and the wider European countries and regions. It assists and facilitates NI Departments in their relations with European bodies and aims to ensure that Northern Ireland’s interests are represented in negotiations and decision making. The office is part of the wider family of the UK Mission to the European Union. Visit www.brusselsni.eu or @brusselsNI for more information. The office also houses the Brussels hub, which provides a work space in Brussels for NI organisations.
The successful candidate will join the ONIEB team and support the Events and Visits Manager. Good time management, a proactive approach, flexibility and a sense of responsibility will be essential in order to appropriately balance competing demands. Excellent customer focus is also important, as the role involves communication with Belgian suppliers and managing the reception desk of the new Brussels Hub – fluency in English and either French or Dutch is essential.
This is a varied and interesting role, providing a combination of administrative duties and events support across the Team.
Main Duties/Responsibilities:
- Office Management: managing the office contracts, procuring and ordering office supplies, liaising with external stakeholders;
- Finance/Admin Assistant: Perform general office duties, such as maintaining information files and processing paperwork. Calculate, prepare and issue invoices and other financial statements, Prepare purchase orders and code monthly expenses on Account NI;
- Managing the Brussels Hub reception desk: greeting visitors, managing platforms, setting up meeting rooms, looking at arrangements and logistics for the use of the hub space, managing phone calls;
- Flexibility: as an integral part of the Brussels team, providing cover for other members of the team during busy periods and absences including occasional support to the Director. Helping with the smooth running of visits/receptions held in the Office.
- Full professional proficiency in English, including excellent writing skills (written and spoken, minimum of C1 level for CEFR framework*);
- Practical spoken and written French and/or Dutch;
- A college level degree in any subject;
- Previous experience as Office administrator, admin assistant or similar support role;
- Experience dealing with external contractors/stakeholders;
- Experience of maintaining accounting records and invoices processing;
- Ability to multi-task, plan ahead, prioritise and act on own initiative;
- Proven MS Office skills (Microsoft Outlook, Word, Excel).
- Experience of dealing with Senior Officials;
- Working knowledge of Cisco Webex or equivalent;
- Procurement experience.
Making Effective Decisions, Collaborating and Partnering, Managing a Quality Service, Delivering at Pace
7 October 2021
A2 (L)
Full-time, Permanent
36.25
Europe, Eastern Europe & Central Asia
Belgium
Brussels
UK Delegation
1
EUR
3,555.91
1 November 2021
This is a permanent full-time contract for 5 working days (36.25 hours net) per week. The monthly gross salary for this position is € 3,555.91 A2 (L) level.
In addition, we offer an extensive salary package, which includes a 13 month, luncheon vouchers, pension scheme, optional hospitalisation insurance (subject to monthly employee contribution), reimbursement of public transport and a lot more. We offer more days of annual leave than the Belgian requirements.
Please note that Belgian nationals will be paid their salary gross and are expected to comply with their tax obligations through completion of a tax return to the Belgian authorities. Non-Belgian nationals will receive their salary net, minus the deduction of an equivalent level of Belgian tax retained at source. Further information on this will be given to candidates during the recruitment process.
Staff recruited locally by the British Diplomatic Missions in Belgium are subject to Terms and Conditions of Service according to local Belgian employment law.
The successful candidates will be subject to professional background checks and security clearance.
Passport: officers are expected to be in possession of a passport due to the possibility that they may be asked to undertake business travel.
Visa/work permit requirements: candidates must currently hold the independent right to live and work in Belgium and be prepared to ensure that right remains throughout the scope of the contract.
Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.
Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.
We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered. Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.
Please be advised that the British Diplomatic Missions will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a job.
*Please note for more information on the Common European Framework of Reference for Languages: Learning, Teaching, Assessment levels please click on the following link CEFR. Please bear in mind in case you are invited for an interview your language skill is going to be assessed.
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