MANAGEMENT ASSISTANT
Embassy of the Kingdom of the Netherlands in Riga
Job scale: 6 (local, ranging from 1554,- to 2331,- euro gross per month, depending on experience)
Number of hours per week: 40 hrs
Starting date: 1 June 2023

GENERAL JOB DESCRIPTION

The Management Assistant provides organisational, secretarial and administrative support to the Ambassador, Deputy Ambassador and the staff of the Embassy.

MAIN ACTIVITIES

Result areas:

• Coordinating and implementing secretarial/administrative work, prioritising specific tasks (including mailbox management, incoming and outgoing correspondence and telephone communication);
• Providing secretarial support to e.g. the Ambassador and staff and managing the calendar of the Ambassador;
• Keeping minutes and taking care of correspondence, following general instructions;
• Providing general administrative, logistical and organisational support (including official visits, missions, seminars etc., as well as official trips and working visits);
• Keep track and facilitate appointments, reception of guests and visitors, and meetings, both internal and external. Welcomes and guides visitors;
• Keeping the Embassies Contact Management System up to date;
• Assisting with the organisation of incoming visits of Dutch delegations to Latvia and of events at the Embassy or Residence of the Ambassador;
• Ensuring, in close coordination and cooperation with the Operational Manager, that the Embassy and Residence are up and running (communicating with the cleaning ladies, order groceries and office supplies), ensuring maintenance of the Embassy car and occasional driving, functioning as a back-up for the Operational Manager.

SCOPE OF FLEXIBILITY

• The main workplace will be the premises of the Embassy of the Kingdom of the Netherlands. Occasionally, attendance and assistance is requested at the Residence of the Ambassador.
• Receiving on a rotating basis possible emergency telephone calls outside the office hours.

EDUCATIONAL REQUIREMENTS

• Secondary vocational education, with relevant work experience;
• Or specific education or training, in combination with extensive work experience.

OTHER KNOWLEDGE AND SKILLS

• Skilled in Windows-driven MS Office programs such as Word, Excel, Outlook and Powerpoint;
• Knowledge of management assistance methods, secretarial work and general secretarial/administrative procedures and regulations
• General knowledge and understanding of foreign (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, technical or administrative knowledge, and understanding related organisational and functional relationships;
• Skilled in secretarial/administrative work, and in coordinating information flows and processes from various sources, weighing up consequences, interests, priorities etc.
• Fluent in Latvian and English, knowledge of Dutch is a pre.
• Good communication skills.

PROFILE

• Enthusiastic, proactive, flexible, customer-friendly, eager to learn and result-oriented team player, who is able to work independently and sometimes under time pressure;
• Efficient and commited to find effective ways to improve the secretarial and administrative processes at the Embassy
• Operates discretely and in a confidential matter. Please be aware that a certificate of a non criminal-record will be required after the applicant passes the selection process. The costs will be reimbursed.

WORK ENVIRONMENT

• The embassy of the Kingdom of the Netherlands in Riga is a small-sized bilateral diplomatic representation in a fellow-member state of the European Union.
• The team at the Embassy in Riga is devoted to “modern diplomacy”. The working environment is open, informal, trusting and result-oriented.
• There is an opportunity for work-related and personal development training in Latvia or in the Netherlands.
• The Management Assistant will closely work with the other colleagues in the team and if necessary step in for other colleagues. Taking on new and sometimes unexpected assignments is part of the job.
• The Embassy is a trustworthy employer with favourable secondary employment conditions (e.g. entitled to Latvian and Dutch public holidays, health insurance, provisions for working from home, duty phone allowances and arrangements to compensate for overtime).

DEADLINE & CONTACT

• Please send your application (CV + motivation letter) no later than Friday, 31 March 2023.
• Please do not hesitate to call the embassy (+371) 67326147 pressing externsion Nr. 9 in case of any questions on the job content. Ask for the Operational Manager, Ms Karina Cernigova.