View Vacancy - Policy and Administrative Support Officer (BEL20.005)

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.
UK Permanent Representative's Office
UKREP (UK Representation to the EU)

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 Policy and Administrative Support Officer. Although the appointment is for an indefinite period of time, it is expected that the overall period of service will most probably not exceed March 2021.

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. This important role will increase the efficiency and effectiveness of a friendly and dynamic team by providing high quality administrative and policy support. This role would suit a highly motivated individual who enjoys being busy, has excellent organisation skills, and who is 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 and international relations.

Main Duties and Responsibilities:

  • Providing support for high level visits by Ministers and senior officials coming to Brussels to engage with EU counterparts; co-ordinating team-wide travel;
  • Managing the team’s electronic and paper filing systems, document retrieval and distribution, preparing briefing packs, arranging set up for external meetings, ordering office supplies, and maintaining an orderly office environment;
  • Diary management (arranging external and internal meetings), preparation of papers for meetings, processing expense claims, formatting letters, and database management;
  • Supporting induction of new staff, and assisting with recruitment and HR processes. Arranging programmes and meetings for a steady flow of official visitors and monitoring the team budgets and supporting the team with expense administration;
  • Occasionally representing the UK at external policy meetings and taking notes of meetings with stakeholders either when accompanying team members or deputising for them at events hosted by stakeholders in Brussels.
  • Knowledge of the EU institutions;
  • Proficient level of English (written and spoken, minimum of C1 level for CEFR framework*);
  • Minimum of 1-2 years of relevant professional experience;
  • A self-starter, able to work both autonomously and in a team;
  • An ability to self-manage, plan and prioritise own workload and deliver results under pressure;
  • Excellent administrative and organisational skills;
  • Strong track record in delivering customer service;
  • Strong communication, drafting skills and interpersonal skills (able to liaise at levels of the organisation);
  • Ability to anticipate and solve problems and pay close attention to detail;
  • Proven MS Office skills (Microsoft Outlook, Word, PowerPoint and Excel).
  • Interest in UK and EU politics and policy;
  • University Degree;
  • Understanding of the European Union and of the UK Government;
  • Previous successful team coordination experience;
  • Previous experience of database management;
  • French or other European language ability;
  • Ability to think strategically to spot opportunities.
Changing and Improving, Collaborating and Partnering, Managing a Quality Service, Delivering at Pace
23 January 2020
A1 (L)
Full-time, Permanent
36.25 (net)
Europe, Eastern Europe & Central Asia
UK Permanent Representation to the European Union, Brussels
Political Office
16 March 2020

This is a permanent full-time contract for 5 working days (36.25 hours net) per week. Although the appointment is for an indefinite period of time, it is expected that the overall period of service will most probably not exceed March 2021. This point will be addressed during the recruitment process.

The monthly gross salary for this position is € 2,761.66, A1(L) level. In addition, we offer an extensive salary package, which includes a 13 month, luncheon vouchers, pension scheme, hospitalisation insurance, reimbursement of public transport and a lot more. We offer more days of annual leave than the Belgian requirements.

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.

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

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

Visa/passport requirements: Candidates 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. Additional requirements may become necessary pending EU Exit. If requirements change additional eligibility information will be shared during the recruitment process.

Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.

We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered.

Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.

Please note Common European Framework of Reference for Languages: Learning, Teaching, Assessment indicates Level C1 as Mastery or proficiency Level which comprehends that a person can understand a wide range of demanding, longer texts, and recognise implicit meaning; can express him/herself fluently and spontaneously without much obvious searching for expressions; can use language flexibly and effectively for social, academic and professional purposes; can produce clear, well-structured, detailed text on complex subjects, showing controlled use of organisational patterns, connectors and cohesive devices. For more information please click on the following link CEFR. Please bear in mind in case you are invited for an interview your languages skills are going to be assessed.

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This opportunity is closed to applications.