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LEIII, Administrative Support Officer British Embassy Belgium


An immediate fixed term full-time vacancy as Administrative Support Officer (LEIII) with the Border Force, based in Brussels has become available.  The jobholder will be expected to provide administrative support to the operational Border Control situated in Brussels and Lille. Existing members of the locally engaged staff should inform their Head of Section if they respond to this notice.
MAIN DUTIES:
The operational support includes management of office accommodation in Brussels and Lille and residential accommodation for staff posted to Brussels.  It includes formulating, updating and communicating local and HO-wide procedures and processes. 
These responsibilities will include:
  • Organising the office premises in Brussels Midi and Lille Europe station, liaising with internal and external stakeholders including repairs, maintenance;
  • Carrying out procurement and invoicing and accurately applying Home Office procedures for budgeting;
  • Coordinating the local arrival and departure programme for staff posted from the UK and administrative processes prior to, and during post;
  • Administering overseas services, amenities and the various administrative formalities providing support and guidance to relocated officers;
  • Assisting with Health and Safety matters, ensuring requirements are met on accommodation standards, attending and acting upon H&S meeting action points;
  • Monitoring office resources, including equipment, stationery and security items, liaising with managers and suppliers following procedures and processes effectively;
  • Managing the electronic and paper filing system;
  • Liaising with Paris Office Manager on juxtaposed posting support and business accommodation and shared departmental procedures.
REQUIRED SKILLS:
Essential:
  • Effective administrative and organisational skills;
  • Ability to prioritise and organise own workload, working to own initiative without close supervision;
  • Clear, concise written and spoken communication;
  • Fluent English and good written skills;
  • High level spoken & written French;
  • Solid problem solving skills with a drive to succeed;
  • Effective team working skills supporting colleagues and building good working relationships with suppliers to improve services;
  • IT proficiency in Outlook, Excel, Word;
  • Flexibility to travel.
Desirable:
  • Previous office or facilities management experience;
  • Knowledge of Flemish;
  • Health and safety training and awareness.
ADDITIONAL INFORMATION
The BF Juxtaposed Border Control is situated at the stations of Gare Du Midi in Brussels and Lille Europe in Lille. It should be noted that the jobholder would be required to travel to the offices in Lille on a regular basis.  Travel to UK offices and Paris office may also be required for meetings and training.
This position will be filled on a fixed term contract.  Applicants must be legally entitled to work in Belgium.
Gross monthly salary: €2286.10
Applications with a full CV and cover letter in English should be sent to the Recruitment Officer, Corporate Services Benelux, British Embassy, Avenue d’Auderghem 10 B- 1040 Brussels orbrussels.recruitment@fco.gov.uk by 12:00 on Tuesday 07 May 2013.  If applying by email, you should include your full name in the message title and your email and attachments must not exceed 300kB in size.  
We expect to hold interview mid May 2013, with a view to the successful applicant starting as soon as possible, subject to vetting, references and administrative processes. 
Please note that, due to the large volume of applications we receive; only those applicants called for interview will be contacted.
 The British Missions in Benelux are an equal opportunities employer.  Applications are welcome from all suitably qualified applicants regardless of age, race, religion, gender, sexual orientation or disability. We aim to reflect the diversity of society.