Rover Administrative Clerk (m/v)
☞ AMBASSADE - ETATS UNIS D’AMERIQUE - VERENIGDE...
View: 135
Update day: 16-11-2025
Location: Brussels Brussels Capital
Category: Executive management Mechanical / Technical Maintenance
Industry:
Job content
Duties:
The job holder provides administrative assistance to various sections of the U.S. Embassy and U.S. Mission to the EU, where there is a staffing need. When not assigned, the position provides administrative support to the Human Resources Office.
Duties include but are not limited to:
Office Management
Receives telephone calls and visitors, screens for proper dissemination and personally handles actions and requests including those involving specific technical issues. Manages the calendar of American Officers which includes scheduling appointments and meetings, and booking conference rooms. Receives and handles mail, routing items to appropriate personnel for action and notifying supervisors and colleagues of impending deadlines. Orders office supplies when necessary and ensures that office equipment is in proper working condition. Organizes office events, submits Visitor Access Requests and escorts visitors. Attends meetings and takes notes, proofreads documents, researches reference material. Completes travel order requests and travel voucher claims.
The duties and responsibilities vary strongly depending on the section, and the jobholder may be required to:
- manage and distribute various forms of correspondence with other offices
- prepare supply and procurement requests
- compose, type, or edit a variety of correspondence from handwritten drafts, oral instructions, or previous examples
- design and prepare slides, viewgraphs, charts, and other forms of visual information
- translate and track diplomatic notes, management notices, mail, cables, and policies
- maintain databases, perform data-entry and assist in improving databases
- maintain electronic filing system
- serve as timekeeper or back-up timekeeper for a section
Depending on the need and the priorities of the Human Resources Office, the job holder can be required to:
- assist the Summer Hire Coordinator with collecting requests, position descriptions, assignments, check-in/check-outs, and personnel actions
- assist the Local Staff Recruiter and the Family Member Employment Coordinator in scheduling interviews and testing sessions, setting up Skype when necessary, and setting up conference rooms. Accompany candidates to and from interview venues
- assist with organizing logistics and administrative support for HR training and visits, mailings, archiving folders and delivering certificates
- assist the Award Program Advisor with the announcement of the biannual awards and provide general assistance during the set-up and aftermath of the awards ceremony
- assist with scheduling medical appointments
- request medi-assistance cards and meal tickets
- update the HR Sharepoint site
Profil
Knowledge of general office equipment. Ability to quickly become knowledgeable about the Tri-Mission’s organizational structure, functions and agencies. Ability to quickly become familiar with U.S. Department of State software and applications. Good working knowledge of office management and internal procedures.
All applications must be submitted through ERA to be considered.
Connaissances linguistiques
Deadline: 31-12-2025
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