23.03.15 Kinshasa: Nederlandse ambassade zoekt administratief assistant

A. BASIC DETAILS

Establishment post no.    : 72170097
Job title      : Secretary/Administrative Assistant
Mission      : KSS
Job level      : scale 5
Number of hours     : 18,75

GENERAL INFORMATION
The secretary/administrative assistant provides organisational, secretarial and administrative support to management and/or staff of a ministry unit or project:
• Provides secretarial support to e.g. management and/or staff of a ministry unit or project;
• Provides secretarial/administrative support for a varied but related range of subjects;
• Is reasonably able to work independently;
• Acts as information point/front office;
• Supplies data and summaries and provides information for management and other staff;
• Maintains contacts with a view to providing information.

SPECIFIC INFORMATION
The secretary/administrative assistant will be working directly under the Deputy Head of Mission at the Chancellery in Kinshasa.  Next to secretarial and administrative tasks the secretary/administrative assistant will be tasked with specific projects.

Secretarial and administrative support activities at the mission are clustered in a secretarial-administrative pool, falling under the head of mission. Where possible, the employee will receive instructions from a single source.

B.1.1 RESULT AREAS AND RESULTS

1. Secretarial, organisational and administrative support activities
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B.1.2 TASKS

1. Secretarial, organisational and administrative support activities:
• Will take the lead in various administrative and organisational projects;
• Keeps the list with Dutch residents in the DRC and RC up to date, including location-mapping;
• Keeps the relation network of the Embassy up to date;
• Provides administrative and archive support to the Goma office regarding development projects where access to HQ and/or R-drives is needed;
• Provides general administrative support to the policy-staff members (including official visits, missions, official trips and working visits);
• Will co-manage the KSS-mailbox together with the senior secretary/administrative assistant;
• Will assist the Political Attaché with the Embassy Fan Book Page;
• Responsible for the administration of leave.

B.2 FRAMEWORK
• Internal secretarial/administrative procedures and regulations.
• Assessment based on progress and completeness of secretarial, organisational and administrative support work.
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B.3 CONTACTS
Maintains internal and external contacts regarding the implementation and progress of tasks, providing explanations and support, and exchanging information, primarily with:

Internally:
• Deputy Head of Mission
• The first secretary (based in Goma)
• The ‘Rijksdienst voor Ondernemend Nederland’ (RVO)
• HQ

Externally
• Colleagues from other Netherlands Embassies in the Great Lakes Region.
• Office of the Prime Minister.
• DRC Ministries.
• IOs and NGOs.

B.4 KNOWLEDGE AND SKILL REQUIREMENTS
• Skilled in Windows-driven MS Office programs such as Word and Excel, Outlook.
• Knowledge of secretarial work and general secretarial/administrative procedures and regulations.
• Knowledge of standard documentation and archiving techniques.
• Understanding of functional relationships and of relevant administrative processes within the organisation.
• Skilled in collecting and interpreting data and providing management information.
• Skilled in project management.
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B.5 COMPETENCES
• Initiative.
• Integrity.
• Customer orientated
• Learning attitude.
• Planning and management.

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B.6 LEVEL OF EDUCATION / ADDITIONAL TRAINING AND KNOWLEDGE
• Secondary vocational level (MBO)
• Both written and verbal fluent in English.
• Both written and verbal fluent in French.
• Basic knowledge of Dutch.
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C. WORK ENVIRONMENT

C.1
The Embassies area of jurisdiction includes the Democratic Republic of Congo and the Republic of Congo.  The DRC is a fragile state of which mainly parts in the east are unstable.  That eastern part is essential for the stability and security of the Great Lakes Region.  The challenge is to install a state structure that is capable to tackle the problems concerning security, social development and corruption in order to stimulate economic development.  The presence of a large international community makes social lives intense and lively.

The Embassy focuses, based on the of the Great Lakes Regional analysis, on the following interwoven areas: politics (peace & justice, rule of law and human rights), trade (acces to markets, cooperate responsible entrepreneurship) and development cooperation (fight against sexual abuse, gender equality and food security).

C.2
The Embassy consists of 5 ex-pats and 16 locally recruited personnel.  In addition a shared Defence Attaché based in a shared Immigration Liaison Officer based in Kigali.  The chancellery is based in Kinshasa and the Embassy Office in Goma.

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D. STAFF MEMBER PROFILE
The secretary/administrative assistant should be at ease with a complex and conflict effected environment.  The position is challenging, diverse and time to time hectic.  Deadlines can be very short.

The working environment demand flexibility, perseverance and common sense.

The secretary/administrative assistant is a keen team player and networker.

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E. OTHER INFORMATION
The job is characterised by a large and growing (one team filosophy) sefl responsibility, initiative and active networking.

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CONTACT
Name/position/telephone number of the person to contact for further information about the job:

Norbert Moerkens
Deputy Head of Mission
+243 99 6050625

Loek Felten
Consul
+343 99 6050611

E-mail: KSS-ARCH@minbuza.nl