The UK Mission to the European Union (UKMis) ensures the UK’s interests are promoted and explained to EU member states and the EU institutions. UKMis Brussels works on the full range of UK government business, with its staff drawn from a wide range of departments, agencies across Whitehall and Country Based colleagues. UKMis is part of a world-wide network of 270 Diplomatic Posts, representing British political economic and consular interests overseas, and is now looking for a full-time, AO, Assistant to the Foreign Policy Director & Business Support Officer, (Brussels, UK Mission to the EU).
Our daily work relies on the input of dedicated individuals who engage on many different topics and activities. We seek to employ a diverse range of candidates who bring their own talents and perspectives to the role. We have a strong corporate agenda that ensures we create a positive and inclusive working environment where everyone is valued for their contribution.
The job holder must be highly organised, forward thinking and able to work to a high degree of accuracy under time pressure. A team player is essential, as is flexibility. This may include assisting other sections in UKMis on an ad-hoc basis, as well as contributing to UKMis wider corporate life.
$ads={1}
Roles and responsibilities:The job holder will be expected to support and lead on tasks that help the team and the organisation function, making sure everyone is supported and organised to do their job effectively.
This will involve being flexible, willing and able to help out with a wide variety of tasks which will include, but are not limited to:
- Assistant to the Foreign Policy Director - managing the diary of the Foreign Policy Director including handling visitors, arranging travel, visit programmes, organising meetings and hospitality. Dealing with written and telephone enquiries, managing correspondence, e-mail traffic, commissioning briefing for meetings, document creation, keeping records of meetings and general administration. Working closely with the Director and policy officers to ensure diaries do not conflict.
Working in partnership with the team’s other business support officers, you will also be expected to support:
- Team Based Administration – organisation of internal team meetings, office management, organisation of internal team building sessions / away days, etc;
- Staffing Coordination – Working with the UKMis corporate team to ensure team HR information is kept up to date. Ensure all team members are aware of and follow UKMis induction procedures both as staff and line managers;
- Corporate compliance – this will include regular reviews of completion rates of mandatory FCDO training and accurate record keeping of compliance databases – including for FCDO crisis preparedness;
- Budget Management – monitoring and forecasting of local budget allocation;
- IT - Ensuring distribution lists and MS Team storage are reviewed regularly. Ensuring all colleagues in their sections have updated Outlook/MS Teams/UKMis intranet profiles. Enable all team members to run effective meetings, including in hybrid format - supporting use of technology;
- Internal Communications - supporting smooth internal communications by proactively signposting colleagues to relevant content and ensuring content is up to date;
- Visits and Events - coordinate programmes and logistical support for visits/events, including virtual events such as webinars;
- Stakeholder Management, and Event Attendance - providing targeted read-outs of stakeholder and EU institution events for Desk Officers. Keep accurate and up to date databases of key stakeholders in line with data protection rules. Where appropriate, deputise for Desk Officers, occasionally representing the UK at external events.
- Full professional proficiency in English, including excellent writing skills (written and spoken, minimum of C2 level for CEFR framework*);
- Previous experience in a business support/assistant role;
- Excellent planning and organisational skills with proven ability to prioritise tasks;
- Flexible approach and team player;
- Good IT skills: Microsoft Office suite (Word, Excel, MS Teams, PowerPoint etc.) plus Office 365 (Outlook) and Webex
- Upper intermediate user in French and/or Dutch, including confident writing skills (written and spoken, minimum of B2 level for CEFR framework*);
- Previous budget management experience.
This is a permanent full-time contract for 5 working days (36.25 hours net) per week. The monthly gross salary for this position is €4,004.53 (gross), AO level. In addition, we offer an extensive salary package, which includes a 13th month, luncheon vouchers, pension scheme, optional hospitalisation insurance (subject to monthly employee contribution), reimbursement of public transport and a lot more. We offer more days of annual leave than the Belgian requirements.
Please note that Belgian nationals will be paid their salary gross and are expected to comply with their tax obligations through completion of a tax return to the Belgian authorities. Non-Belgian nationals will receive their salary net, minus the deduction of an equivalent level of Belgian tax retained at source. Further information on this will be given to candidates during the recruitment process.
Staff recruited locally by the British Diplomatic Missions in Belgium are subject to Terms and Conditions of Service according to local Belgian employment law.
The successful candidates will be subject to professional background checks and security clearance.
Passport: officers are expected to be in possession of a passport due to the possibility that they may be asked to undertake business travel.
Visa/work permit requirements: Candidates must currently hold the independent right to live and work in Belgium and be prepared to ensure that right remains throughout the scope of the contract.
Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.
Please note for more information on the Common European Framework of Reference for Languages: Learning, Teaching, Assessment levels please click on the following link CEFR. Please bear in mind in case you are invited for an interview your language skill is going to be assessed.
Please be advised that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.
We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered.
Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.
