Basic details of the job

Job title: General Affairs Officer
Location: Kyiv
Job level: 06 (EUR 1704,- / EUR 2555,- gross)
Number of hours: 37,5

General features of the job

The general affairs officer provides secretarial, consular affairs, administrative and logistical support, focusing on a wide array of supportive, logistical, and administrative tasks for diplomatic staff, attachés and locally engaged staff.

The job requires excellent organizational skills, ability to adapt quickly and excellent speaking and writing in both Ukrainian and English.

Result areas

The General Affairs Officer
•    Providing clerical and logistic support for one or more operational management processes in the field  Personnel, Organization, Finances, Administration and Accommodation is efficient and customer-oriented and implements secretarial and administrative tasks;  
•    Is accurate and executes precisely the management activities in accordance with the embassy's guidelines and procedures;
•    Supports the diplomatic staff, attachés and locally engaged staff;
•    Can work largely independently.
 

Tasks

Secretarial and administrative tasks:

• Preparing financial invoices
• Reception Replacement 
• Booking train tickets
• Hotel reservations
• Assist with organizing events 
• Managing contents and office supplies (technical equipment, office equipment, official cars and government-owned works of art) for the chancery and official  and staff residences by checking and updating lists of contents, etc.

Knowledge and skills requirements

• Excellent oral and written communication skills in English and Ukrainian;
• Ability to translate flawlessly from English to Ukraine and vice versa;
• An Ukrainian native speaker who is also familiar with the do’s and don'ts within local society;
• Knowledge of various secretarial, logistical and administrative tasks;
• Ability to set priorities among administrative, logistical and secretarial tasks;
• Ability to write elaborate letters and invoices/bills;
• Ability to professionally communicate with third parties;
• Ability to work under changing circumstances and time pressure.
   

Competences

• Initiative
• Customer-oriented
• Cooperation
• Planning and organizing
• Oral and written communication skills
   

Level of education/ additioinal training and knowledge

• Vocational (MBO) level
• Experience with secretarial support + MS Office, Word, Outlook, Excel, PowerPoint

Work environment

The Netherlands embassy in Kyiv has almost 40 staff members. The Embassy is organised in a political, an economic/agricultural, administrative section and has several specialised attaches. Within the Embassy the ‘one team’-way of working is promoted, through crosscutting reporting, activities and information sharing.

The Embassy has various sections (operations, economic and trade, political, cultural and agricultural) of which the general affairs department is the heart. The general affairs officer works in close contact with the senior general affairs officer and the operational manager. The embassy is situated  in a modern office building in Podil.

Staff member profile

The Administrative Officer will fulfill a key role at the embassy. Team spirit, flexibility and responsibility are essential in order to properly fulfill this diverse position. The language of communication is English, Dutch language is an advantage.

Please submit your CV and cover letter to KIE-AZ@MINBUZA.nl with the subject General Affairs Officer until November 22.