The Consulate General of the Kingdom of the Netherlands in Toronto is seeking a Management Assistant (37,5 hrs per week) to directly support the Consul General and Deputy Consul General in their day-to-day business and play a key role in the organization of the Consulate.

The ideal candidate is an excellent communicator with exceptional organizational and planning skills. They’re able to keep many plates spinning, and are confident in taking a pragmatic and proactive approach. If youhave experience managing the day-to-day activities of a complex organization with multiple internal and external stakeholders, are results-oriented, and are a team player, we’d love to hear from you! Experience working within bilateral, multilateral, and international organizations is a plus.

General

• Our team at the Consulate General in Toronto currently consists of 17 employees. We primarily focus on economic cooperation, consular affairs, and public diplomacy.  

• The Consulate General works as a close team. We value direct, open, responsible and professional internal relations and high integrity.

Tasks

• Secretarial and administrative management and logistical and organizational support, including planning of business trips, primarily for the Consul General and his deputy.

• Organizing and coordinating seminars, visits, and events; including at the Residence of the Consul General.

• Scheduling appointments and managing calendars for the Head of Mission and deputy Head of Mission; and ensuring their email inboxes are kept in good order, in accordance with the manager’s requirements.

• Acting as liaison between the internal organization and a range of external stakeholders.

• Drafting meeting minutes, drafting and preparing internal and external documents, and managing correspondence and archiving. 

• You can effectively identify interests/consequences between requests/questions.

• Managing internal and shared file storage systems, including updating documents as and when required, ensuring documents are up-to-date, and ensuring accuracy and consistency across documents. 

•  Acting as an effective communicator within and outside our diplomatic mission, such as with coworkers at the Embassy in Ottawa, at the Ministry of Foreign Affairs in The Hague, and with external parties.

• Actioning requests from external parties in an appropriate and timely fashion, and ensuring their enquiries or requests are properly attended to by you or others in the mission.

• Handling confidential information appropriately and remaining aware of the integrity rules as laid out by the Ministry.

Requirements

• Knowledge of management assistance working methods, secretarial work and general secretarial/administrative procedures and regulations.

• Fluent in English and preferably fluency in Dutch.

• Knowledge, experience and a quick learner of relevant IT applications.Easily able to switch between IT systems and applications relevant to the position.

• Knowledge of standard documentation and digital archiving techniques.

• Skilled in administrating financial refunds.

• Skilled in communicating with other internal staff and external parties.

• Skilled in collecting and presenting data clearly, and in generating management information.

• Skilled in serving as a link between management and third parties.

• Some understanding of Dutch and/or Canadian political and civil-service interests and sensitivities, and of administrative, organizational and functional relationships.

• Flexible and prepared to work occasionally in the weekends and evenings.

 

Main required competences

• Customer-oriented

• Planning and organizational skills

• Sensitive to the needs of the organization

• Team player

• Creative and solution-oriented

• Strong communicator who understands cultural differences and knows how to effectively work with colleagues and stakeholders across multiple areas, disciplines, and seniorities

• Works proactively and independently, yet knows when to involve others at the right time (both in terms of hierarchy and collegial)

Diversity and Inclusion

The Ministry of Foreign Affairs pursues an active diversity policy and is committed to an inclusive organization. We do this by optimally deploying and utilizing people's differences. And by creating a work culture where everyone can be themselves and feel valued. When composing teams and hiring new talent, we strive for diversity in, among other things, age, gender (identity), culture, religion, background, orientation, (occupational) disability, knowledge and competencies.

Renumeration

Gross salary: Dutch civil service pay scale 6, presently ranging between CAD 4,378 and 6,567. Our salary offer will be based on the number of years of relevant work experience. The Consulate General also offers attractive secondary labor conditions, such as collective medical en dental insurance with Canada Life and 13 official public holidays plus 18 vacation days per calendar year with the possibility to expand with an extra 14 days if you decide to go for a 40-hour workweek instead of 37,5 hours. The initial duration of the contract is one year, with the intention to extend it.
Probationary period: 2 months. 

How to apply

Application letters with resume (in English) should be sent by e-mail to the Consulate General of the Netherlands Toronto to the attention of Mr. Harman Idema, Consul General: e-mail address. with a copy to Harman Idema.

Only applications received by October 20, 2024 at close of business will be considered.

Interviews will be held between Monday October 28 and Friday November 1, 2024.

Please note: this position is open only to candidates who, at the time of application, have legal status in Canada.

For further information regarding this vacancy, please contact Mrs. Resi Mennen, Senior General Affairs Officer, via e-mail.