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Management Assistant

Embassy of the Kingdom of the Netherlands to Libya Management Assistant

 
BASIC DETAILS

Job title                                             Management Assistant

Status                                                Local (based in Tripoli)

Mission                                             Embassy of the Kingdom of the Netherlands, Tripoli Number of working hours   35 hours weekly

Duration of placement                  12 months with possibility for extension Deadline for applications 23 September 2023

GENERAL INFORMATION

The management assistant provides secretarial and administrative support to the Embassy of the Netherlands to Libya.

The management assistant will work under the supervision of the deputy Head of Mission and is expected to work closely with the other (expatriate and local) team members, based in Tripoli and in Tunis. As the Embassy team is small and work diverse, the management assistant is expected to be flexible and comfortable with contributing to general tasks of the Embassy, depending on needs.

WORKING ENVIRONMENT

The Netherlands operates its Embassy for Libya from an Embassy office in Tripoli (Tajoura) and from Tunis. The Embassy team is dynamic and diverse. Four full-time expatriates (Head of Mission, Deputy Head of Mission, First Secretary and Second Secretary) rotate between Tripoli and Tunis. Six local employees are based in Tripoli: a policy team and an operations management team. Three expatriate regional policy officers in the fields of migration, security and rule of law work from Tunis. Part of the team is also a Defense Attaché and a Police Liaison who are based in Tunis too. The management assistant will work from the Embassy office in Tripoli.

The Embassy applies a “One Team” approach. This means an atmosphere of trust, transparency and cooperation amongst all staff members. Each staff member is valued for taking on responsibility, initiative and showing flexibility to guarantee good team work and high quality output. The Embassy works closely with colleagues of the Ministry of Foreign Affairs in the Netherlands. The working language is English.

TASKS

• coordinates and implements secretarial/administrative work, prioritising specific tasks (including mail and agenda management, incoming and outgoing correspondence and telephone communication)
• responds to, or coordinates the response to, a wide-ranging variety of questions, requests and calls
• coordinates complex information from various sources
• acts as a link or contact with the internal organisation and external environment
• prioritises, assesses urgency, makes connections and weighs up the consequences of taking action, monitors progress and completion of tasks, identifies issues and sends reminders

• provides general information regarding substance and procedure and administrative and organisational processes
• drafts reports, keeps minutes, translates, elaborates and draws up documents and takes care of correspondence, following general instructions
• provides general administrative, logistical and organisational support
• receives and speaks to visitors, plays a key role in connection with appointments, the reception of guests and visitors, and meetings, both internal and external
• creates and updates work files
• draws up overviews for management and other staff

JOB REQUIREMENTS

• higher professional education level and a minimum of 3 years of relevant working experience, preferably in an international environment.
• skilled in Windows-driven MS Office programs such as Word and Excel, Outlook
• knowledge of management assistance methods, secretarial work and general secretarial/administrative procedures and regulations
• excellent communication skills, in English (at least C1 level) and Knowledge of Dutch and/or French is a plus.
• skilled in translation of documents and interpretation during meetings
• general knowledge and understanding of current (related) policy areas and processes, and knowledge of standard documentation and archiving techniques
• understanding of civil service and political interests and sensitivities, of primary processes and of administrative, organisational and functional relationships
• skilled in operating as a link with third parties (external and foreign relations) at senior political and official level
• skilled in collecting and interpreting data and compiling management information
• skilled in secretarial/administrative work, and in coordinating complex information flows and processes from various sources, weighing up consequences, interests, priorities
• Affinity with the Netherlands, its foreign policy priorities, and Libyan – Dutch cooperation;

COMPETENCES

• organizational sensitivity
• client orientation
• external awareness
• ability to network
• ability to plan and organize
• self-development

CANDIDATE PROFILE

The successful candidate is an energetic and social person, a true team player with good communication and organizational skills. She/he enjoys taking initiative and is creative, pragmatic and result-driven. He/she must have a flexible attitude given the broad spectrum of tasks. She/he

must be able to work independently and cope with stressful situations. He/she is open-minded, politically and culturally sensitive and motivated to be part of a diverse team.

APPLICATIONS

Please send your CV (max. two pages) and a motivation letter in English (max. one page) to TRI@minbuza.nl.

The application deadline is 23 September 2023. If you have questions please contact: TRI@minbuza.nl. Kindly note that only candidates invited to an interview will be notified.