General Affairs Officer Consulate General Vancouver

The Consulate General of the Kingdom of the Netherlands in Vancouver is seeking a General Affairs Officer.

In this role, you’ll provide critical support across financial, administrative, and logistical domains while contributing to a collaborative and inclusive workplace. With a focus on efficiency, coordination, and transparency, you’ll play an essential part in ensuring smooth operations within our consulate.

Basic Details

  • Establishment post number: 63377491        
  • Job title: General Affairs Officer
  • Mission: Consulate General in Vancouver
  • Job level: scale 6
  • Number of hours: 15
  • Closing date for applications: December 11, 2024
  • Starting date:  As soon as possible
 

Specific Information

 

The officer provides administrative and logistical support for financial matters, (online) administration, organisation, IT and accommodation domain. The staff member supports colleagues, is available to deal with customers, and ensures effective coordination. Transparent and ethical conduct is a priority.

Result Areas and Results

 
1. Support for operational management processes (PIOFAH – Personnel, Information Systems, Organisation, Finances, Administration and Accommodation)
  • Support in financial tasks
  • Support in the online administration
  • Clerical support in the field of accommodation
 

Tasks

 
1. Support for operational management processes (PIOFAH)
  • Providing clerical and logistic support for one or more operational management processes in the field of PIOFAH (Personnel, Information Systems, Organisation, Finances, Administration and Accommodation). Examples include:
     A. Financial tasks
  • Processing and keeping track of various declarations, e.g. various Duty Trip declarations.
  • Processing and keeping track of several budgets (KPF, ICE, BPA, etc.).
  • Processing  and keeping track of credit card statements.
      B. Administration
  • Records, offline and online, are kept properly and in accordance with applicable rules, guidelines and agreements.
  • Work files on the online workspace 247 are created and updated.
  • Sites, files and folders are created and updated on the online workspace 247.
  • Information is collected, checked, registered and processed in an effective and timely fashion.
  • The staff member coordinates process-based arrangements, checks progress on completion of tasks and sends out reminders promptly.
     C. Administrative support in the field of accommodation
  • Informing staff posted in Vancouver on housing matters, for instance by providing information on housing, arranging appointments, assisting with obtaining estimates for removals, coordinating customs clearance of goods, etc.
  • Managing contents and office supplies (technical equipment, office equipment, and government-owned works of art) for the chancery and official and staff residences by checking and updating lists of contents, GIS printouts of premises, etc.
  • Managing maintenance for the office and the Consul General residence , including regular and unscheduled maintenance and repairs.

Framework

  • The general affairs officer reports and is accountable to the unit head for the progress and quality of the various support services.
  • The work is carried out in accordance with ministerial administrative and procedural regulations relating to internal management.
  • The officer takes decisions about the nature and content of contacts with suppliers and external stakeholders regarding organisational, financial and administrative matters.

Contacts

  • With staff of the Consulate General, other Dutch diplomatic missions in Canada and colleagues in The Hague regarding financial matters and administrative matters.
  • With staff posted in Vancouver, to inform them about housing matters;
  • With staff, to exchange information on observed inadequacies in housing and home contents;
  • With management staff, on the planning and completion of work;
  • With external parties on the organisation of events.
  • With local government and other bodies and firms, concerning customs clearance of goods, obtaining documents, etc;
  • With maintenance firms, to provide information on the progress and completion of maintenance work, breakdown repairs, etc.

Knowledge and Skill Requirements

  • Knowledge of internal administrative and procedural regulations relating to internal management at the mission, as well as their application;
  • Knowledge of financial rules and regulations;
  • Knowledge of various IT systems.
  • Skill in dealing with technical and other breakdowns;
  • Skill in drawing up schedules, rosters, etc;
  • Skill in drawing up work schedules;

Competences

  • Team player
  • Integrity
  • Results driven
  • Attention to detail
  • Service oriented approach
  • Sense for how to combine independent work with timely informing or involving management or colleagues
  • Fluency in English; knowledge of Dutch is an advantage.

Level of Education

  • Secondary vocational level (MBO);
  • Some experience is required.

Work Environment

 
The Consulate General in Vancouver represents the interests of the Kingdom of the Netherlands and its citizens in the provinces of British Columbia, Alberta and Saskatchewan and the Yukon and North West Territories. The primary focus lies on consular and economical services. The office has 10 employees and is headed by the Consul General and Deputy Consul General. The Consulate General has three honorary consuls within its region, i.e. in Edmonton, Calgary and Saskatoon. The Consulate General in Vancouver is part of the network of diplomatic missions in Canada, also consisting of the Embassy in Ottawa and the Consulate General in Toronto.
 
The General Affairs department consists of a management support officer and a general affairs officer (this position + half a position) and is headed by the Deputy Consul General. Support is offered by the Operational Manager in the Embassy in Ottawa. Other departments include the Consular Department (1.5 positions) and the Policy Department (3 positions filled by 4 colleagues - mainly geared towards economic relations, and to a lesser extent cultural and political relations). Of the latter, one position is co-led by the Agriculture Councilor for North America (based in Washington, DC, US).
 

Staff Member Profile

 
The employee is a team player that combines a high degree of care, flexibility and independence. The employee has a good sense of financial and administrative processes.
 
A bit of humour and pragmatism will also be valued in the ideal candidate.

 

Diversity and Inclusion

 
The Ministry of Foreign Affairs has an active diversity policy and is committed to being an inclusive organisation. We do this by creating a work culture where everyone can be themselves and feel valued. Differences between team members are regarded as strengths.  We care for the person you bring to the team, and we support each other to be effective in our work. In the composition of teams and when recruiting new talent, we strive for diversity in age, gender (identity), culture, religion, background, sexual orientation, (work) disability, knowledge and competences.
 

Renumeration

 
Indicative gross salary: Dutch civil service pay scale 6, presently ranging between CAD 4378 and 6,567 based on a 37.5 hour work week. Our salary offer will be based on the number of years of relevant work experience. 
 
The Consulate General also offers attractive secondary labour conditions, such as collective medical insurance with Canada Life and 13 official holidays plus 7 1/4 vacation days.
 
Probationary period: 3 months
 

How to Apply

 
Application letters with resume (in English) should be sent by e-mail the Consulate General of the Netherlands Vancouver to the attention of Mr. Adriaan van Velthoven, Deputy Consul General, e-mail address: Adriaan-van.velthoven@minbuza.nl with VAN@minbuza.nl in copy.
 
Applications must be received latest by December 8th, 2024. Interviews will be held in the week from 12 - 16 December.
 
Please note: a fully valid Canadian residence and work permit is a requirement to apply for this job vacancy.
 
For further information regarding this vacancy, please contact Mr. Adriaan van Velthoven, Deputy Consul General, at e-mail: Adriaan-van.velthoven@minbuza.nl.