Administrative Assistant

Administrative Assistant

Embassy of Malta to Belgium, Luxembourg and NATO

Brussels, Belgium

The Embassy of the Republic of Malta to the Kingdom of Belgium, the Grand Duchy of Luxembourg and the North Atlantic Treaty Organization (NATO) is seeking applicants for the full-time position of Administrative Assistant.

Position Description:

Under the supervision of the Ambassador, the successful candidate is required to perform administrative duties with a focus on the accounts of the Embassy.

Selection Criteria include:

• Skills related to accounts and administration tasks;
• Sound computer skills (in particular MS Office);
• Willingness to show flexibility in response to changing priorities and deadlines.

Minimum Eligibility Criteria include:

• Hold the unrestricted right to live and work in Belgium/EU;
• English and French proficiency; excellent knowledge of both languages (written and spoken) is essential;
• MQF 5 level of education attested by certificates.

Starting salary €2,367 monthly which increases yearly subject to performance up to €3,636.70 monthly. Figures reflect the gross salary, excluding allowances.

Detailed job description:

• Carry out tasks related to the accounts of the Embassy, including but not limited to the organisation of accounting files, undertaking and overseeing documentation related to the Embassy’s accounts, photocopying and scanning of documentation to the checking and inputting of transactions into the accounting system;
• Liaising with staff at the Ministry for Foreign and European affairs and Trade of Malta on issues relating to the accounting management system;
• Managing VAT refunds and assist with petty cash if necessary;
• Responsible for filing;
• Monitoring ongoing contracts and doing follow-ups whenever necessary;
• Making necessary booking and arrangements in relation to duty travel;
• Doing administration tasks, such as keeping timesheets and obtaining quotations for particular goods or services;
• Liaise with Head Office in Malta regarding accounts, administration issues and any other matters assigned to the officer by the Ambassador or the Deputy Head of Mission;
• Assist with consular matters and manage the generic e-mail addresses of the Embassy whenever required;
• Perform other ad hoc duties as assigned by the Ambassador or the Deputy Head of Mission.

Submit your application with a detailed CV and photo, by 12:00hrs 30^th August 2024, addressed to the Ambassador to the following email: maltaembassy.brussels@gov.mt, or to the following postal address: Embassy of Malta, 25 Rue Archimede, 1000 Brussels.