Vacancy: Senior Secretary (part time, 20 hrs per week)

The embassy of the Kingdom of the Netherlands is currently looking for an enthusiastic colleague to support our dynamic secretarial pool. As Senior Secretary you will be providing organizational, secretarial and administrative assistance to management and/or (senior) staff.

Job profile: fluent in English, energetic, a team player, flexible, able to cope with stress and able to work independently whilst being part of a well-functioning team. Having knowledge of the Thai & Dutch language is an advantage. Moreover, a customer-oriented approach is of high importance to our embassy.

 

The deadline for the application is 25 September 2017. Please send your letter of motivation and curriculum vitae to ban-az@minbuza.nl adressed to Jef Haenen.

A. BASIC DETAILS

Establishment post no.                     : 63368823

Job title                                                 : Senior Secretary/Administrative Assistant

Mission                                                 : Bangkok

Job level                                                : scale 6

Number of hours                                : 20

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The senior secretary / administrative assistant provides organisational, secretarial and administrative support to management and/or (senior) staff:

  • provides secretarial support to e.g. management and/or (senior) staff
  • provides or coordinates secretarial/administrative support for a varied but related range of subjects in a changing official and political setting
  • has considerable seniority and can work largely independently
  • acts as a link with the internal organisation and external environment, makes connections, assesses interests and weighs up consequences
  • coordinates complex information from various sources
  • contributes to compiling management information
  • maintains contacts with a view to harmonising processes and procedures

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SPECIFIC INFORMATION

The senior secretary / administrative assistant provides organisational, secretarial and administrative support to management and/or (senior) staff.

The senior secretary / administrative assistant is accountable to the Operational Manager for the quality and progress of tasks.

Secretarial and administrative support activities at the mission are clustered in a secretarial-administrative pool, falling under the Operational Manager. Where possible, the employee will receive instructions from a single source. In this case it will be from management team and or (senior) staff.

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B.1.1 RESULT AREAS AND RESULTS

  1. Secretarial, organisational and administrative support activities

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B.1.2   TASKS

  1. Secretarial, organisational and administrative support activities
  • coordinates and implements secretarial/administrative work, prioritising specific tasks (including diary and mail management, incoming and outgoing correspondence and telephone communication)
  • responds to, or coordinates the response to, a wide-ranging variety of questions, requests and calls ( which can be general or consular calls)
  • coordinates complex information from various sources
  • acts as a link or contact with the internal organisation and external environment
  • prioritises, assesses urgency, makes connections and weighs up the consequences of taking action, monitors progress and completion of tasks, identifies issues and sends reminders
  • provides general information regarding substance and procedure and administrative and organisational processes
  • drafts reports, keeps minutes, translates, elaborates and draws up documents and takes care of correspondence, following general instructions
  • provides general administrative, logistical and organisational support
  • receives and speaks to visitors plays a key role in connection with appointments, the reception of guests and visitors, and meetings, both internal and external
  • creates and updates work files
  • draws up overviews for management and other staff

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B.2 FRAMEWORK

  • internal secretarial/administrative procedures and regulations
  • assessment based on the quality of secretarial, organisational and administrative support work how duties are performed is left largely to the senior secretary/administrative assistent to determine

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B.3 CONTACTS

  • acts as contact/link, making arrangements relating to administration and processes, and coordinating work with regard to the provision of services
  • maintains internal and external contacts regarding the implementation and progress of tasks, providing explanations and support, and exchanging information

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B.4 KNOWLEDGE AND SKILL REQUIREMENTS

  • skilled in Windows-driven MS Office programs such as Word and Excel, Outlook
  • knowledge of management assistance methods, secretarial work and general secretarial/administrative/archiving procedures and regulations
  • general knowledge and understanding of current (related) policy areas and processes, and knowledge of standard documentation and archiving techniques
  • understanding of civil service and political interests and sensitivities, of primary processes and of administrative, organisational and functional relationships
  • skilled in operating as a link with third parties (external and foreign relations) at senior political and official level
  • skilled in collecting and interpreting data and compiling management information
  • skilled in secretarial/administrative work, and in coordinating complex information flows and processes from various sources, weighing up consequences, interests, priorities etc.
  • communication skills
  • A strong level of oral expression in English and a good level of English writing skills is required.

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B.5 COMPETENCES

  • Initiative
  • Ability to plan and organise
  • Ability to coordinate
  • Integrity
  • Adaptability
  • Customer-orientated
  • Ability to work in a team

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B.6 LEVEL OF EDUCATION / ADDITIONAL TRAINING AND KNOWLEDGE

  • secondary vocational level (MBO)
  • some experience is required
  • Fluency in English is required
  • Knowledge of Dutch and Thai language is an advantage

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C. WORK ENVIRONMENT

C.1

The Netherlands Embassy in Bangkok manages Dutch interests in three countries: Thailand, Cambodia and Laos. The core business of the embassy is consular affairs as well as economic and political affairs. 

The secretarial – administrative pool has a wide variety of tasks and a high workload. Frequently situations occur that need immediate action.

C.2

The secretarial – administrative pool consists momentarily of 3 locally employed staff members and is a part of the Internal & Consular cluster.  In the new setting the 4 staff members will all have a part-time contract and work 20 hrs per week. The 4 staff members will replace each other in case of absence / leave.

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D. STAFF MEMBER PROFILE

The qualified staff member is energetic and able to cope with stress; The staff member is able to work independently while being part of a tight and well-functioning team. In order to be able to work effectively in a Dutch-Thai cultural setting adaptability and an open mind set is key. The staff member is pro-active, flexible and responds constructively to ideas of others and makes optimal use of the knowledge and expertise of colleagues

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E. OTHER INFORMATION

This job falls within the administrative career stream

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CONTACT

Name/position/telephone number of the person to contact for further information about the job:

Mr Jef Haenen, Operational Manager, ban-az@minbuza.nl