Administration Support Officer, UKREP

United Kingdom Permanent Representation to the European Union
  • Location
    Brussels, Belgium
  • Sector
  • Experience
    Early Career
  • Apply by
  • Posted
    Jan 29

Position description

The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.

Job Category: Foreign and Commonwealth Office (Policy & Political roles)
Job Subcategory: UKREP (UK Representation to the EU)

Job Description (Roles and Responsibilities)

The UK Representation to the European Union (UKREP) in Brussels is part of a world-wide network of 230 Diplomatic Posts, representing British political, economic and consular interests overseas and is now looking for a full-time A2L Administration Support Officer in the Deputy Military Representative (DMILREP) team within the Foreign Policy and Development Team at UKREP.

UKREP DMILREP’s role is to ensure that the UK is fully and effectively represented in Brussels at the strategic and political military level and is positioned to maximise UK influence in EU decision-making processes in support of the UK’s defence, security and foreign policy objectives.

This is an exciting time to be working in the UK’s Representation to the EU, as the UK negotiates its future relationship with the European Union. After leaving, the Government wants a deep and special security partnership with the EU, so these jobs will involve helping organise events, projects, visits and campaigns to underpin and take this forward. This important role will increase the efficiency and effectiveness of friendly and dynamic teams by providing high quality administrative support. It would suit highly motivated individuals who enjoy being busy, have excellent organisation skills, and who are flexible and willing to take on new opportunities as they arise. The role would be well suited to an individual with an interest in UK and EU politics, security and defence policy, and international relations.

This post is within a Ministry of Defence team of seven staff embedded within the broader Foreign and Development Policy area, housed in UKREP in Brussels. The post is fundamental to ensuring the daily operational output and medium and long term planning of the Section activity.

Main responsibilities of the post holder will be to provide general administrative support to the DMILREP team including control and maintenance of the group mailbox and calendar, email and document distribution, and travel administration. Experience of managing the delivery of administrative functions in a busy environment will be advantageous. Knowledge of O365, VTC systems is desirable. Any European Union or international organisation experience would be looked on favourably.

The post holder must be highly organised, forward thinking and able to work to a high degree of accuracy under time pressure. A team player is essential, as is flexibility. While the post is an administrative one, there will be opportunity to develop an understanding of UK and EU foreign and security policy working alongside the desk officers dealing directly with the policy issues.

Main Duties and Responsibilities:

  • Control and maintenance of the DMILREP team inbox. This includes management of sensitive EU and UK government documents within the EU institutions and UKREP. Receipt, processing and onward distribution of emails and documents both externally and internally within UKREP. Decrypting and encrypting documents using ZEUS/Filcrypto. Electronic distribution of CONFIDENTIAL hardcopy documents and papers received. Manage distributions lists to ensure that information is sent to correct addresses;
  • Co-ordination and production of briefing packs including weekly briefing folders for the MILREP, DMILREP and the Chief of Staff (COS). This includes the collation of all relevant information, including briefs from desk officers, routine and background documents. An electronic version of the final pack must then be sent on to the relevant distribution list and briefing packs printed and assembled ahead of meetings. The agenda often changes at short notice, therefore the post holder will need to show within their application that they are flexible, can work under pressure to deliver at pace;
  • Control and maintenance of the DMILREP calendar. Ensure the team’s calendar is kept up to date, liaising regularly with MILREP's outer office and UKREP Ambassadors’ outer offices to co-ordinate and review upcoming meetings and conferences. Manage the Invite and Conference Tracker, which includes confirmation of attendees, RSVPs and booking hotel and travel when needed;
  • Provision of general administrative support to DMILREP team. Supervision and management of office supplies, arranging travel for the DMILREP team, arranging meetings on behalf of DMILREP, managing the routine aspects of VTC operations and conferences, and assisting with key events such as defence/military VIP visits and in-visits from key defence staff courses such as the Royal College of Defence Studies and the Higher Command and Staff College.

Essential qualifications, skills and experience

  • At least 2 years of previous office administration experience or equivalent roles;
  • Education Experience to be at least at Degree Level;
  • Excellent planning and organisational skills with proven ability to prioritise tasks;
  • Team player and flexibility;
  • Ability to adapt to changing events, and to support colleagues on a range of tasks;
  • Applicants should have an excellent command of English (written, spoken and comprehension);
  • Good IT skills: applicant will need to be conversant with Windows and Microsoft Products, O365 particularly Outlook;
  • A full driving licence and a willingness to drive a service vehicle in Brussels.

Desirable qualifications, skills and experience

  • Familiarity with EU institutions and maintenance of intranet pages (production of web content) would be useful;
  • Experience of managing the delivery of administrative functions in a busy environment;
  • Any European Union or international organisation experience would be looked on favourably;
  • Good level of French would be desirable.

Required competencies

  • Seeing the Big Picture, Changing and Improving, Collaborating and Partnering, Building Capability for All, Delivering at Pace.

Application deadline: 11 February 2019
Grade: A2 (L)
Type of Position: Full-time, Permanent
Working hours per week: 36.25
Region: Europe, Eastern Europe & Central Asia
Type of Post: Political Office
Starting monthly salary (EUR): 3,175.72 gross
Start Date: 1 March 2019

Other benefits and conditions of employment

This is a permanent, full-time contract for 5 working days (36.25 hours net) per week.

The monthly gross salary for this position is € 3,175.72 A2 (L) level (The British Diplomatic Missions in Belgium salaries are not subject to annual indexation).

Please note that Belgian nationals will be paid their salary gross and are expected to comply with their tax obligations through completion of a tax return to the Belgian authorities. Non-Belgian nationals will receive their salary net, minus the deduction of an equivalent level of Belgian tax retained at source. Further information on this will be given to candidates during the recruitment process.

The successful candidates will be subject to professional background checks and security clearance.

Staff recruited locally by the British Diplomatic Missions in Belgium are subject to Terms and Conditions of Service according to local Belgian employment law.

Visa/passport requirements: Must currently hold the independent right to live and work in Belgium and be prepared to ensure that right remains throughout the scope of the contract.

Application instructions

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