B. Specific information

The management assistant provides the Deputy Head of Mission (DHoM) and the embassy’s economic department with secretarial/administrative support. The management assistant is the point of contact for external parties, can quickly switch between tasks and can realistically assess the urgency and importance of tasks. The management assistant is aware that in this role, he/she represents the ministry and conducts himself/herself accordingly. The management assistant has a good sense of the functional relationships
within the embassy and acts in accordance with the wishes/instructions of the manager or other members of the economic department. The management assistant provides immediate support, refers people to the right information, or connects them with the appropriate policy officer. The management assistant checks the progress of tasks and, where necessary, sends reminders. He/she exercises due care with regard to personal and confidential information.
The management assistant is responsible for drafting reports and taking minutes. The management assistant generates management information, and creates and updates work files. He/she is familiar with management processes and record- keeping.

B.1.1 Result areas and results

• External parties are dealt with in an appropriate and proper fashion, and their enquiries or requests are either resolved or forwarded to the correct person.
• The management assistant correctly assesses the importance and urgency of a given task.
• The management assistant checks progress on completion of tasks and sends out reminders promptly.
• The management assistant provides/supplements information effectively.
• Secretarial and administrative tasks are performed properly, in accordance with agreements and guidelines.
• Administrative, logistical and organisational processes and procedures are followed closely.
• Reports are drafted effectively.
• The management assistant creates and updates work files.
• Reporting duties are performed effectively.
• General support is provided in a timely manner in accordance with their manager’s requirements.
• The management assistant creates and updates work files.
• Records are kept in good order.

B.1.2 TASKS

• Responds to a wide-ranging variety of questions, requests, and telephone calls related to the economic affairs department and takes care of correspondence
• Takes minutes of meetings
• Manages the DHoM calendar, makes her travel arrangements and draws up declarations of travel- and representational costs.
• Provides secretarial/administrative, logistical and organisational support to the DHoM and other members of the economic department for a varied range of activities (including official dinners, receptions, visits, incoming and outgoing missions, official trips, and working visits) with a focus on economic affairs/ bilateral relations
• Acts as information point / front office for the DHoM and other members of theeconomic affairs department
• Creates, updates, and maintains work files
• Provides information to management team and other staff members when needed
• Translates Notes Verbales as drafted by the DHoM and other members of the economic affairs department into and from Arabic
• Replaces the PA to the ambassador during her absence and when needed
• Maintains and updates CRM and archiving systems
• Provides the logistical/technical support for virtual meetings via MS Teams, Zoom, etc. and for webinars
• Manages the inventory of promotional gifts of the economic affairs department
• Maintains internal and external contacts in order to:
  - ensure the implementation and progress of tasks
  - provide explanation and support
  - exchange information

B.2 KNOWLEDGE AND SKILL REQUIREMENTS

• Knowledge of management assistance working methods, secretarial work and general secretarial/administrative procedures and regulations
• Knowledge of standard documentation and archiving techniques
• Skilled in receiving and dealing with other staff and third parties
• Skilled in collecting and presenting data clearly, and in generating management information
• Skilled in secretarial/administrative work, and in coordinating information flows and processes (while weighing up consequences, interests, priorities, etc.)
• Skilled in serving as a link between management and third parties (internal BZ, external parties and foreign contacts)
• Some understanding of political and civil-service interests and sensitivities, of primary processes and of administrative, organisational and functional relationships
• Skilled in external communication (both orally and in writing) in English and Arabic.
• Skilled in translation and interpretation (Arabic-English/English-Arabic)
• Skilled in Windows and MS office programs such as Word and Excel, Outlook, and social media (Twitter, lnstagram)
• Experience in using MoFA Marasim website is an asset
• Proficiency in secretarial work and general management procedures and regulations
• Skilled in drafting Note Verbales and Diplomatic Notes

Competences

• The staff member is customer-oriented.
• The staff member can plan and organise.
• The staff member is sensitive to the needs of the organisation.
• The staff member is well presented.
• The staff member can work well with others.
• The staff member is flexible.

B.3 Level of education / Additional traning and knowledge

Cognitive and other work-related abilities: Secondary vocational level (MBO)
Level of experience: At least 2 years of relevant work
experience

C. Work environment

C.1

The embassy of the Kingdom of the Netherlands in Riyadh is a medium-sized mission with a team that consists of 25 employees (10 expatriates and 15 local employees). The team consists of the Head of Mission, the Deputy Head of Mission (also Head of the Economic Department) and the Operational Manager, seven policy officers, two Attachés and thirteen support staff of various nationalities. Collaboration, collegiality, diversity, professionalism, results and customer focus are central to our team.

C.2

The management economic assistant will work under the management of the Deputy Head of Mission/Head of the Economic Affairs department. The economic department of the Netherlands Embassy is primarily concerned with identifying commercial opportunities in KSA for Dutch businesses, supporting Dutch businesses and trade interests, and providing businesses and knowledge institutions with appropriate support. The economic department furthermore consists of three senior economic policy officers, all of whom work closely together. The economic department also works together with the embassy’s agricultural department and with the regional business developer who is based in Abu Dhabi.

D. Staff member profile

We are seeking:

• An enthusiastic, practical and honest colleague to join our Embassy team
• A colleague who has excellent command of Arabic and English, both in speech and in writing
• A colleague who is capable of working independently without losing sight of his/her colleagues and the goals of the Embassy team at large
• Someone who takes initiative and responsibility, with the willingness and ability to multi-task and perform tasks not explicitly set out in job description
• Someone who is precise and punctual, well organised and works in a structured way even in busy times
• A candidate who is an excellent communicator, both within the Embassy team and with external partners and customers
• An eager learner, with a hands-on mentality, good planning skills, ability to deal with stress, and willingness and ability to work overtime, when occasionally required.
• A colleague who looks forward to working in a relatively small, but highly diverse setting.

CONTACT

Please send your cover letter and CV, addressed to Ms. Ester van Someren, Deputy Head of Mission via e-mail. Applications without cover letter will not be taken into consideration.
Deadline for applications: Tuesday, 15 April close of business.