Why Join Us?

This role offers a unique blend of administrative, financial, and operational responsibilities, allowing you to make a meaningful impact across multiple functions within our organization. If you thrive in a dynamic environment and have a passion for efficient and effective organizational management, we encourage you to apply!

 

Your work will involve: 
Administration
•    Oversee day-to-day administrative operations, ensuring efficiency and accuracy in office management; 
•    Manage correspondence, filing, and documentation, both digital and physical, ensuring confidentiality and organization;
•    Provide administrative support to senior management and other departments as needed;
•    Maintaining contacts with relevant departments of the Ministry of Foreign Affairs in the Netherlands, proactively seeking for alignment, when required;
•    The General Affairs Officer is accountable to the Operational Manager in the execution of his/her duties.
Facility management
•    Planning and organizing maintenance and facility projects and adapting to the needs, including maintenance and renovation;
•    Preparing tender documents and assessment of offers;
•    Surveying the quality of the works done by local contractors in the area of his/her responsibility; 
•    Communicate clearly with residents on facility processes and maintenance and on responsibilities of the Consulate vs. the resident;
•    Maintaining contacts with real estate brokers and/or landlords that offer suitable housing for the expatriate staff members of the Consulate; 
•    Facilitating relocating process, inspection of (future) residences and administrative procedures around relocation of expat diplomatic staff; 
•    Ensure utilities (e.g., electricity, water) are operational and monitor costs associated with facility management.
Finance
•    Monitor and manage the organization’s budget, tracking expenses and ensuring financial resources are allocated effectively;
•    Process invoices, manage accounts payable and receivable, and oversee expense reports;
•    Conduct regular financial reporting, preparing financial statements, balance sheets, and budgets as required;
•    Assist with regulatory compliance, ensuring that all financial activities comply with local laws and organizational policies;
•    Liaise with external accountants, auditors, and financial institutions as necessary;
•    Support senior management in financial planning, forecasting, and budget analysis. 

What we are looking for:
•    Preferably 5+ years of relevant work experience and education in relevant area;
•    Facility management knowledge;
•    Experience with finance and administration in an organization;
•    Good communication (verbal and writing skills) in Portuguese and English. Dutch is an added advantage;
•    Experience with contract / procurement negotiations;
•    Ability to collaborate with a diverse team in a dynamic work environment;
•    Ability to independently plan, organize and anticipate;
•    Ability to network and collaborate with suppliers;
•    Client orientation and empathetically dealing with problems;
•    Problem solving skills and proficiency in common Office software (Word, Excel, Powerpoint, etc.).