General job information

The general affairs assistant provides administrative and logistical support for operational processes in the Embassy, related to personnel, information systems, organization, finance, ICT/administration and accommodation. It is a versatile job requiring a hands-on attitude and the willingness to learn about relevant Embassy procedures and regulations and to apply them accurately.  

Specific information

The general affairs assistant is a team member of the General Affairs Department (3 colleagues, under the supervision of the Operational Manager) and has various tasks and responsibilities within the team, as well as towards the whole Embassy team. As a general affairs assistant you play an important role within the  financial and general affairs administration, as a pro-active and independent worker. You are responsible for the timely and correct handling of all receivable and payable records / invoices. You keep an accurate inventory for both the Chancellery and the Residence of the Ambassador. You are the first point of contact for general maintenance for both the Chancellery and Residence as well as IT affairs (both hard- and software, inventory). Preferably you are part of the all-round Embassy’s Emergency Response Team. The general affairs assistant works closely  with the Senior General Affairs officer and acts as  back-up when necessary. The general affairs officer works under the supervision and guidance of the Operational Manager.

Tasks

1. Clerical support

• Organize and control receivable and payable records (invoice handling)
• Monitoring progress and identifying bottlenecks in clerical implementation procedures
• Creating and maintaining records and inventory for both Chancellery and Residence
• Dealing with incoming and outgoing mail in the general affairs mailbox
•  

2. IT and technical support

• First point of contact for IT and technical support (equipment, software, etc.)  
• First point of contact for the Embassy’s webpage for our Communications department in The Hague
• Managing IT Inventory.

General affairs assistant profile

As a general affairs assistant you are a pro-active and hands-on team member that is willing and able to take initiative. You’re focused on achieving results and you’re able to keep a structured organization of your daily tasks, while maintaining accuracy and keeping track of your deadlines. As the Embassy deals with a wide variety of tasks, and often considerable workload, you are capable of prioritizing. You work fast and efficiently, and whenever possible independently. At the same time you are able to ask for guidance or support when necessary.

You are a good communicator (both within the Embassy as well as with external contacts and clients), you are client oriented and you are able to provide feedback in a timely manner. You have a flexible and positive attitude. You’re comfortable working both independently as well as in a team.

A thorough sense of integrity and professionalism is essential to be able to work with sensitive and sometimes confidential information.

Competencies

The staff member:

• Is customer oriented;
• has good communication skills;
• is results driven;
• is good at planning and organising;
• is sensitive to the needs of the organisation;
• can work well with others;
• is meticulous and displays a high level of integrity;
• is flexible.                             
•  

Knowledge and skills requirements

General:

• Knowledge of and experience with handling administrative procedures, requirements, regulations
• Knowledge of and/or ability to review relevant local legislation in the field of finance, administration, housing
• Experience working with Microsoft Office package
• Skilled in advising and supporting colleagues on administrative matters
• Skilled in dealing with external companies and suppliers
• Skilled in collecting data and presenting it in a clear, accessible manner, for example using Excel, Word, Power point
• Good working knowledge of English and preferably Georgian, knowledge of Dutch language is a plus

Specific:

• Secondary vocational diploma or higher, preferably in the field of administration / finance
• At least 1 year of relevant experience, preferably in a comparable office environment.

​​​​​​​Work environment

The Kingdom of the Netherlands is represented in Georgia through its Embassy in Tbilisi. The Embassy focuses on bilateral cooperation with Georgia, promotion of bilateral trade and investment, promotion of human rights and rule of law, public diplomacy, providing consular services to Dutch citizens and handling visa applications of foreign nationals.

The Embassy has 6 expat staff members, 10 locally employed staff members and throughout the year Dutch interns. The general affairs assistant  works within the general affairs department of the Embassy and is accountable to the Operational Manager (OM). The management team consists of the Ambassador (Chef de Poste/Head of Mission), Deputy Head of Mission (DHoM) and the OM. The Embassy has an open, inclusive and informal work culture. We apply high integrity and work ethic standards.

Other information

The employee is expected to assist in other activities that concern the entire mission, such as our national King’s Day reception or other cross-cutting events. The general affairs assistant will also be expected to participate in an -out of office hours- duty officer roster (1 week every 3 months) for which the employee will receive an additional allowance. Occasional domestic or international travel for training purposes may also be required.

Contract information

• Duration: one (1) year fixed-term contract with a two (2) months’ probation period;
• 18.5 hours working week;
• Salary ranges between GEL 1.690 – 2.536 depending on proven experience;
• 13th month;
• Health insurance;
• ​​​​​​​Starting date: 1st of December 2024 (can be adjusted)

Selection procedure

Please submit via e-mail.

1. A cover letter (max. 1 page) explaining your motivation and why you are a suitable candidate
2. Your CV
3. Deadline is:  28-10-2024
4. Only electronic applications will be accepted.
5. ​​​​​​​Shortlisted candidates will be contacted for an interview within 2 weeks of the closing date of the vacancy.

Contact

If you would like more information regarding the content of this position please contact Ennio Zarone, operational Manager via e-mail.

​​​​​​​When composing teams and hiring new talent, we strive for diversity in terms of age, gender (identity), culture, religion, background, sexual orientation, disability, knowledge and competencies, among other things.