Administrative Assistant (open to all)

• Responds to phone calls and e-mails about Management issues.
• Schedules appointments and maintains calendars for Management Counselor and Management Officer.
• Assists customers when they check-in or check-out and directs them to appropriate offices.
• Take notes on conference calls and disseminates to all JAS U.S. Direct-Hire officers.
• Compiles survey scores and comments for distribution.
• Coordinates with all Management sections to identify contacts for year-end gratuities; orders gratuities.
• Drafts Management invitee lists for multiple representational functions throughout the year.
• Processes Country Clearances for the Management section and drafts travel orders and travel vouchers.
• Serves as SAFE manager, sending out alerts and accountability events to the entire Tri-Mission community.
• Sets up and manages virtual meetings on MS Teams, Webex, and Googlemeet for the Management Counselor and Management Officer.

• Acts as Knowledge Manager by assisting colleagues with Department of State software systems, such as the contacts database, the Onboarding Website for new arrivals, Extranet, and the Arrival and Departure System (ADS).
• Updates and sends out the duty officer book, phonebook and iPad, keeping track of all incoming and departing employees.
• Coordinates with JAS subsections to regularly update existing Management policies and works them through the clearance process.
• Compiles a list of all Brown Bags for all JAS sections, schedules the dates, and advertises in the weekly newsletter.
• Is Timekeeper for JAS/Management and Information Management Office.
• As PEGASYS Coordinator is point of contact for JAS to coordinate all input from JAS sections.

• Updates post reports, post profile site, extranet site, etc.
• Keeps SharePoint site up-to-date.
• Prepares and clears daily broadcasts, as well as the Brussels Broadcast compendium.

EXPERIENCE: Minimum of two years of experience as office manager or customer service manager.

JOB KNOWLEDGE: Desktop PC operations and software packages, including Outlook, MS Word, and Excel and enterprise virtual meeting platforms (MS Teams, Webex, and Googlemeet). Internet skills required. Must be able to quickly become fully conversant and knowledgeable about the provision of all Joint Administrative Services (JAS) services and of JAS’s position in the Tri-Mission work environment.

Two (2) years of post-secondary education.

LANGUAGE: Fluency in English. Fluency in French or Dutch with working knowledge in the other language. This may be tested.

SKILLS AND ABILITIES: Typing, office machine operations. Must possess good organizational and analytical skills. Must possess high level of interpersonal skills and have a customer-oriented attitude, including a facility in relating to customers. Ability to juggle multiple projects and self-prioritize. Must be able to work with minimal supervision whilst also contributing to the success of operations as a whole. Must be flexible and adaptive to changing priorities. Excellent interpersonal skills required as position requires coordinating with data gathering from many disparate departments. Able to prioritize multiple tasks with minimal supervision. Adapt to the changing environment and needs of the section.

EQUAL EMPLOYMENT OPPORTUNITY (EEO): The U.S. Mission provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation.

All applicants under consideration will be required to pass medical and security certifications.

Locally Employed Staff, including Members of Household (MOHs), and Third-Country Nationals (TCNs), working at the U.S. Mission in Brussels may receive a compensation package that may include health, separation, and other benefits.

For EFMs, benefits should be discussed with the Human Resources Office.

The pay plan is assigned at the time of the conditional offer letter by the HR Office.

For the current COVID-19 Requirements please visit the following link.

HIRING PREFERENCE SELECTION PROCESS: Applicants in the following hiring preference categories are extended a hiring preference in the order listed below. Therefore, it is essential that these applicants accurately describe their status on the application. Failure to do so may result in a determination that the applicant is not eligible for a hiring preference.

HIRING PREFERENCE ORDER:

• 
  IMPORTANT: Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of their most recent DD-214 (“Certificate of Release or Discharge from Active Duty”), equivalent documentation, or certification. A “certification” is any written document from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions within 120 days after the certification is submitted by the applicant. The certification letter should be on letterhead of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service. Acceptable documentation must be submitted in order for the preference to be given.

** This level of preference applies to all Foreign Service employees on LWOP and CS with re-employment rights back to their agency or bureau.

For more information (i.e., what is an EFM, USEFM, AEFM, MOH, etc.?) and for additional employment considerations, please visit the following link.

All candidates must be able to obtain and hold a Sensitive But Unclassified (SBU) certification.

To apply for this position click the “Submit Application” button. For more information on how to apply visit the Mission internet site.

Required Documents:

To qualify based on education, you MUST submit the requested degree and / or transcripts as verification of educational requirement by the closing date of this announcement. Failure to provide requested information, or the information is insufficient to verify eligibility, may result in disqualification for this position.

All Applicants:

• 
  Residency and/or Work Permit

• 
  College/University transcripts

• 
  Secondary school diploma (preferably a copy recognized by Belgian/U.S. authorities, if available)

• 
  Language Scores (if available)

Applicants who are invited to take a language or skills test, or who are selected for an interview will be contacted via email.

For further information - the complete position description listing all of the duties, responsibilities, required qualifications, etc. may be obtained by contacting the Human Resources Office.

Thank you for your application and your interest in working at the U.S. Mission in Brussels.