Management Assistant, Economic Department, New Delhi - India
Management Assistant, Economic Department, Netherlands Embassy in New Delhi
Job title: Management Assistant (MA)
Department/mission: Economic Department, New Delhi
Job grade: 6
Number of working hours per week: 38
General features of job
• The Economic Department is responsible for the sectors Energy/Climate, Critical Raw Materials, Water and Trade & Investment. The Head of the Economic Department coordinates the economic cluster, that comprises of the departments of Economy, Innovation, Agriculture and Health. Further, the Head of Economic Department coordinates the Trade Network India (TNI), comprising all employees that work in the economic domain in the Netherland representations in India: New Delhi (embassy), Mumbai and Bangalore (Consulates General), Hyderabad and Ahmedabad (economic offices) and Kolkata, Chennai and Lucknow (Honorary Consulates).
• The Netherlands and India enjoy a long-standing bilateral cooperation in the field of water, agriculture, climate/energy, innovation and health, the focus areas.
• The MA will join the Economic Department and provide organisational, secretarial and administrative support to the economic cluster and TNI. The position is a central, ‘spider in the web’ point of contact for the economic cluster, TNI and the task managers of the Netherlands line ministries for the focus sectors.
• The MA is part of the embassy secretarial pool and will provide support to other offices in the embassy if needed.
Result areas and duties
Secretarial and administrative support
• We are looking for a proactive and well-organised professional to manage and coordinate the agenda of the Head of Department and the team. It is important to keep the calendar on track, and also actively anticipate upcoming events, flag important developments, and adjust plans where needed.
• In this pivotal role, the MA will be the essential link connecting people, priorities, and processes — the true spider in the web. To thrive in this position, a sharp eye for detail, a strong sense of responsibility, and excellent planning and organisational skills are needed.
• Coordinates and implements secretarial/administrative work, prioritizing specific tasks (including diary and mailbox management, incoming and outgoing correspondence and telephone)
• Coordinates the response to incoming questions, trade requests and calls
• Acts as contact point for economic stakeholders such as the TNI, the Netherlands line ministries in the economic domain, Indian ministries and government institutions, knowledge institutes and private sector in India and in the Netherlands,
• Acts as the initial contact person for networks and clients on operational matters,
• Prioritizes and assesses urgency of tasks, monitors progress and completion of tasks, identifies issues and sends reminders,
• Keeps minutes of meetings, translates, elaborates and draws up documents and takes care of correspondence,
• Creates and updates work files.
Financial administrative support
• Handles financial aspects of various activities of subsidy programmes implemented through the embassy (BPA, PIB).
Logistical support
• Plays a key role for making appointments, reception of guests and visitors, and meetings (internal and external),
• Request/approval, travel and hotel bookings, preparing VAR/travel declarations.
• provides general administrative, logistical and organizational support for (official) visits, trade missions and seminars, as well as official trips and working visits.
Archiving and CRM
• archives documents, manage the 24/7 plaza pages, enters the relevant contact data in Achilles, maintains the contact data base and connects with TNI.
Secretarial pool
• Provide support for the other offices of the embassy on a case by case basis.
Working environment
The diplomatic, consular and business support network of the Kingdom of the Netherlands comprises the Embassy in New Delhi, Consulates-General in Bangalore and Mumbai and Netherlands Business Support Offices (NBSO’s) in Ahmedabad and Hyderabad and Honorary Consuls in Chennai, Kolkata and Lucknow.
The Embassy in New Delhi has around 75 staff members. The Chancery of the Embassy is located within the diplomatic enclave at 6-50/F Shantipath, Chanakyapuri, 110021 New Delhi.
The team of the Economic Department comprises the Economic Counsellor (line manager), First Secretary and Deputy Head of Section, four Senior Policy Officers and a management assistant. The Department plays a key role in the Dutch government efforts to strengthen bilateral economic relations.
The Economic Cluster constitute of the Economic Department and the Departments of Life Sciences and Health, Agriculture, Science & Technology and the Netherlands Foreign Investment Agency. The Economic Counsellor is the overall coordinator. The Cluster works in close cooperation with the Consulates-General in Mumbai and Bangalore, the Netherlands Business Support Offices in Ahmedabad and Hyderabad and the Honorary Consuls in Chennai, Kolkata and Lucknow. Together they form the Trade Network India (TNI), coordinated by the Economic Counsellor.
Requirements for the position
• Educated at (higher) vocational or professional graduate level;
• Preferably5 years' relevant working experience, preferably related to the economic field in an international environment;
• Being familiar with the sectors of water, renewable energy, smart cities, agriculture and innovation would be appreciated;
• Experienced in handling logistical aspects of complex events like large incoming missions and in working in dedicated project teams for specific events;
• Good knowledge and understanding of Indian government structures;
• Good verbal and written command of Hindi and English language;
• Good communication skills;
• Computer knowledge and skills (Windows, Word, PowerPoint, Excel, E-mail, Internet);
• Experience in setting-up virtual meetings.
Contacts
• With colleagues in the economic team and cluster in the Embassy; the colleagues of the Trade Network India (TNI) in Ahmedabad, Bangalore, Hyderabad and Mumbai; the Honorary Consuls in Chennai, Lucknow and Kolkata.
• With the wider Embassy team, in particular the Political, Public Diplomacy and Culture Department.
• With Indian and Dutch government representatives and other authorities, business organizations and business community.
• With Dutch exporters and investors.
Important competences
• Ability to plan and organize;
• Pro-active and hands-on;
• Creativity;
• Flexibility;
• Client orientation;
• Team player;
• Networking;
• Coordination;
• External awareness;
• Political sensitivity;
• Excellent writing and reporting skills;
• Integrity.
Employment conditions
The selected candidate will be offered an employment contract for one year. Upon expiry of this contract, a two-year employment contract will be offered in case of excellent job performance. On the same condition, a three-year employment contract will be offered upon the expiry of the second employment contract. Any successive employment contract thereafter will be decided upon on a case-by-case basis.
The position carries salary scale 6, which comprises of 16 pay numbers. The number assigned upon employment depends on the number of years of relevant experience. After every 12 months of service an additional pay number is awarded in case of excellent job performance in the preceding 12 months. At present, salary scale 6 starts with a gross monthly salary of INR 81,390 for pay number 0 and ends with a gross monthly salary of INR 122,085 for pay number 15. Salaries are reviewed every first of January. Every December a 13th month salary is paid. The employee will be covered by a medical insurance, that within certain restrictions, reimburses 95% of medical costs incurred.
Income tax and social security premiums are to be paid by the employee in accordance with Indian Law and regulations.
For more information on the employment conditions NDE-AZ-HR@minbuza.nl can be contacted.
APPLICATION
Applicants who are interested in the position and wish to apply for it can send their application via email to NDE-AZ-HR@minbuza.nl no later than May 09, 2025.