Office Manager, Defense Department, Washington

The Embassy of the Kingdom of the Netherlands in Washington DC has a fulltime (40 hours per week) vacancy for a Senior Management Assistant at the Defense Department. The Defense Department consists of 18 employees and represents the Ministry of Defense in the USA. We are the liaison for the Minister, Chief of Defense and the separate services. We take care of the NLD forces in the USA, we represent our country at official occasions, facilitate visits, coordinate Foreign Military Sales and handle commercial sales for the Ministry of Defense.

The job is being offered at pay scale 6 for a fixed term of two years, with the intention to extend it further. A probationary period of two months will be included.

A security check by the MIVD is mandatory

For more information about this vacancy please contact:
RDML Sebo Hofkamp, Defense Attache:
sebo.hofkamp@minbuza.nl, 202-451-9605

Application letters together with resume should be submitted to:
Embassy of the Kingdom of the Netherlands
sebo.hofkamp@minbuza.nl

Closing date for applications: 28 March 2025
Starting date: 1 May 2025 (later in consultation)

Monthly gross salary starts at $5,985.00 gross (pay scale 6, step 0), depending on education and experience (no rights can be derived from this indication).
401K Plan is offered.
Health/Dental/Vision is provided on a 72%-28% Employer-Employee basis.

* This vacancy is open to internal (local employees and partners of officials posted to a Mission in the US) and external candidates. If a local employee and a partner of an official posted to a Mission are equally qualified, the local employee shall be given priority. Furthermore, if an internal candidate and an external candidate are equally qualified, the internal candidate shall be given priority.

** As per US Citizenship and Immigration Services (USCIS), employers in the US are required to ensure that all employees have the legal right to work in the US. Under US State Department requirements, the embassy and our consulates may only employ, as non-diplomatic staff, persons who are US citizens, US Green Card holders, visa holders with and Employment Authorization Document or “A” visa holders. There is a max term for A2 visa holders of 5 years, the Netherlands Embassy / Consulate General cannot sponsor any work permits for family members

Specific information

The Defense Department represents the Ministry of Defense (MINDEF) in the USA. We are the liaison for MINDEF and the separate services. We advise the Ambassador. We take care of the NL forces in the USA. We represent our country at official occasions, facilitate visits of MINDEF officials, coordinate Foreign Military Sales, and handle commercial sales for MINDEF.

The office manager (OM) works closely with the other office manager. Together they manage the support office of the Defense Department. They provide organizational, secretarial, and administrative support to the Defense Department, primarily the five attachés. The office managers coordinate the office activities and are responsible for the output of the support office. Both employees perform their work independently, but should be able to replace each other in periods of absence. On a regular basis there will be consultation with the Defense Attaché to discuss the short- and long-term activities and priorities for the support office.

OM will be responsible for information management (relations, events, visits, letters, documents, procedures) in all the support systems and coordinate all the logistic and supporting processes of events and VIP visits. On a yearly basis the Defense Department organizes around 15 events and VIP visits, which have to be prepared, executed, and documented on the servers.

Tasks in general

  • Coordinates secretarial/administrative work, prioritizing specific tasks (including mailbox management, incoming and outgoing correspondence, and telephone communication).
  • Compiles and stores management information (events, documents, official letters, visit schedules, procedures, event pictures, etc.) of the Defense  Department.
  • Acts as a link or contact for the internal organisation (EZ, AZ, PA, CDP) and external environment (Defense Attaché offices, Pentagon, Dulles Airport, Arlington Cemetery, NATO, Defense industry etc.).
  • Drafts reports, keeps minutes, translates, elaborates, and draws up documents and takes care of correspondence, following general instructions.
  • Reports, welcomes, and guides visitors for the Defense  Department.
  • Monitors the internal processes and recommends improvements.

Tasks more specific

  • Coordinates military, traditional, and ceremonial events of the Defense Department, including the May 4 Remembrance Day, Armed Forces Day, ‘Jeneverkruizen’, and wreath-laying events.
  • Manages the activity overview of the department for discussion during the weekly meeting with the Attaches.
  • Provides general information (updated Defense Department manual) for new employees of the department.
  • Handle veteran affairs in association with the Military Attaché (LAMAT).
  • Editing the annual report of the Defense Department.
  • Provides specific administrative, logistical, and organizational support for activities and events.
  • Manage the Request for Visit system (NL visitors to US armed forces facilities).
  •  Is responsible for relations management (files in Excel and/or software database, keep it up to date).
  • Manage Diplomatic Clearance System to request Diplomatic Clearances.
  • Supports new colleagues in getting accredited.
  • Manage Port Courtesy for high ranked VIP’s.

Framework

  • The method of working,  how duties are performed and coordinated with the colleague office manager, is left largely to the OM to determine.
  • The Defense Attaché is the line manager for the office managers.

Contacts

  • Internal: acts as a contact/link with the other embassy departments.
  • Internal: Defense Attaché , Defense  attachés, National Support Element and the other office employees.
  • Internal: Ministry of Defense.
  • External: Embassies, international attachés, Department of Defense , Services, Pentagon, Arlington cemetery, Dulles airport, government agencies and institutes, industry, and caterers to establish appointments and arrangements.

Knowledge and skill requirements

  • Work largely independently.
  • Skilled in Windows software such as Word, Excel, Outlook, and PowerPoint.
  • Knowledge of management support methods and secretarial work (archiving techniques).
  • Leadership experience to take charge in event preparations and work coordination.
  • Skilled in operating as a link with third parties (external and foreign relations) at senior military and official level.
  • Skilled in collecting and interpreting data and compiling management information.
  • Skilled in the administrative handling of requests in a content-related manner; in advising; in providing administrative support; and in speaking to staff and third parties.
  • Perfect knowledge of Dutch (speaking and writing) and good knowledge of English (speaking and writing).
  • Communication skills (clearly, positive, and to the point in Dutch and English).

Competencies

  • Results-oriented (taking time and quality of work into account)
  • Ability to plan, organize, and coordinate
  • Ability to work in a team
  • Responsible, discreet
  • Ability to learn and is coachable
  • Flexible
  • Stress resistant
  • Proactive
  • Accurate
  • Representative

Level of education/additional training and knowledge

  • Higher professional education or equivalent work experience
  • Relevant work experience (minimum 5 years)
  • Preferable but not needed familiar with Defense, military affairs, customs, and traditions

Work environment

The embassy in Washington, D.C. is the largest bilateral embassy of the Netherlands with approximately 110 employees. Almost all the Dutch ministries and Aruba have one or more representatives at the mission. Of the 110 employees mentioned, about 50 persons are expat. The Defense department is one of the largest departments in the embassy with 15 expats and 3 employees on a local contract.

The Defense Department consists of 18 employees; 7 officers, 6 civilians, and 5 petty officers. In addition, there is one driver available from the driver pool and a trainee on a six month rotation base. More specific:

  • Officers (7): Defense Attaché (DEFAT), Navy Attaché (MARAT), Military Attaché (LAMAT), Air Attaché (LUMAT), Foreign Military Sales Officer – Air systems (ALUMAT), Foreign Military Sales Officer – Navy systems (AMARAT), Chief Financial Officer (CFO).
  • Petty officers (5): National Support Element Office (NSE) (3), Medical admin support and commercial sales (2).
  • Civilians (6): Defense Cooperation Attaché (DEFMAT), Foreign Military Sales – Army systems, office support FMS, two office managers DEF support office.

Staff member profile

OM likes to work for the Ministry of Defense. OM believes in the relevance of Defense forces. OM has a “can-do” mentality, is hands-on, and has a focus on the desired output of the office. Work outside the standard office hours is sometimes unavoidable due to the nature of our work and is not a problem for OM. The coherence of the Defense department is strong as part of our culture. The Defense Department meets up regularly on a social basis. OM should feel comfortable in this environment. Good communication is the key to success, so we look for a positive communicator.

Other requirements and information

  • To work for the Defense Department means to work for the Netherlands Ministry of Defense. You will handle, see, and hear classified information. Therefore, a security clearance A provided by the MIVD is mandatory. To obtain this clearance, you must fill out an application form with personal information, and the MIVD must be able to obtain the necessary information to provide the requested clearance.
  • This position is for a period of 24 months with a probationary period of two months and may be extended after two years.
  • Candidates need to submit a working authorisation for the US for at least 24 months at the application.
  • Minimum monthly salary $ 5,985 gross (pay scale 6, step 0, based on 40hrs/wk).
  • Start date: 1 May 2025.

Diversity

The Netherlands Government celebrates all forms of diversity and is deeply committed to foster an inclusive environment within its organization. Individuals interested in advancing these diversity goals are strongly encouraged to apply.