The Netherlands Embassy
Bénin
GECA-PROSPECTIVE, a firm specializing in recruitment and human resources management, is recruiting an administrative assistant for the Netherlands Embassy.
Position: Administrative assistant
v TASKS
– Providing administrative, technical and operational assistance and support to the Embassy;
– Preparing purchase orders for the acquisition of goods and services;
– Verifying that suppliers have provided goods and services as per purchase order;
– Handling invoices;
– Archiving of invoices;
– Preparing and distributing quarterly private cost invoices to staff members concerning the use of an official vehicle, telephone allowance, etc.
– Periodic verification of fuel stocks of generators and arranging resupply;
– In response to amended local legislation, making proactive comments of the implications for the embassy’s administrational and organisational procedures;
– Support of expat staff housing matters, informing new staff members of housing policy, import rules for diplomatic personnel, customs clearance, car inspection, arranging home internet connection, etc.
– Instructing the drivers, and managing their daily planning in cooperation with the secretariat;
– Following up on the maintenance schedule of the official vehicles;
– Providing user support for service mobile phones;
– Assuring an up-to-date inventory list of the chancellery and the ambassador’s residence, inclusive of works of art and office machines;
– Coordinating maintenance at both the chancellery and the ambassador’s residence, including repairs and renovations;
– Assisting in the organisation and planning of incoming missions, events;
– Replacement of the management assistant of the Embassy in case of absence
v LEVEL OF EDUCATION AND KNOWLEDGE AND SKILL REQUIREMENTS:
– Proof of completion of secondary and/or higher education;
– Brevet de Technicien Supérieur (BTS) in administration or finance;
– A minimum of 4 years of relevant working experience with progressive responsibilities in the areas of administration and finance, with hands-on knowledge of the application of administrative procedures and regulations;
– Skilled in Windows-driven MS Office programs such as Word, Excel, Outlook and PowerPoint;
– Relevant basic knowledge and skills in IT; Excellent and proven command of oral and written French (level C1);
– Good and proven command of oral and written English (level B2).
– Proven ability to analyse information and provide management summaries;
– Knowledge of the rules, regulations and procedures in an international organisation or diplomatic mission is an asset;
v COMPETENCES:
– Planning and organisational skills: being capable of organising and planning ahead
– Problem solving skills: being able to find solutions when challenged and to adapt to (last time) changes
– Ability to work independently: no wait-and-see attitude (pro-active), but taking the initiative 2 general affairs officer;
– Communication skills: being in constant contact with direct colleagues but also with partners outside of the embassy, good communication skills (both written and oral) are important;
– Integrity;
– Ability to work accurately;
– Perseverance;
– Commitment;
– Ability to work in a team with others;
– Self-development.
CONDITIONS FOR SUBMITTING APPLICATIONS
People interested in this offer are requested to prepare and submit an application file in accordance with the requirements below.
File composition
– a cover letter in English signed by the candidate, addressed to the Director of GECA-PROSPECTIVE;
– a complete Curriculum Vitae in English, detailing the candidate’s experience for the position and giving the names of two (02) resource persons;
– proof of experience mentioned on the CV, including copies of attestations and certificates of employment or any other document that may serve as proof;
– a copy of the required diploma(s), certificates and training attestations;
– a copy of a valid identity document.
Candidates may send their applications electronically as PDF files to the following address: recrutement@gecaprospective.com
with the subject line: « Application for the position of ………… », in strict compliance with the application deadlines.
The closing date for applications is March 24, 2025 at 11:59 p.m. Benin time (GMT+1).
Only shortlisted candidates will be contacted at the e-mail addresses and telephone numbers given in their CVs, to proceed.
The notice can be consulted on the Cabinet GECA-PROSPECTIVE website (www.gecaprospective.com).
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