View Vacancy - Administrative Assistant Scottish Government EU Office in Brussels (BEL23.633)

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 identity, 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.
Other British Government Departments (Partners across Government, including UK Visas)
Scottish Government / Scotland House Brussels

Who are we? 

Scottish Government EU Office – our work in Brussels includes promoting Scotland’s expertise across a diverse range of policy areas such as research and innovation, renewables, equalities and other key topics. We also host a range of events at which we showcase Scotland’s reputation for cultural excellence and renowned food, drink and hospitality. Our location at the heart of the EU allows us to maintain a close working relationship with the EU, member states and other national and regional representations

Scotland Europa  Scotland Europa is a membership-based organisation that brings together a wide range of Scottish organisations, including public authorities, universities and research institutes, local government, trade unions and voluntary organisations.

Scotland House Brussels is located at the heart of the Brussels EU district. We have promoted Scottish interests and engaged with EU institutions, member states and other European organisations for over 20 years to ensure Scotland’s voice is heard.  

Main purpose of job:

The Scottish Government EU Office (SGEUO) is looking for an Administrative Officer.

This is an exciting opportunity to play a direct and central role in supporting the work of Scotland House Brussels and the Scottish Government’s EU Directorate.

The Administrative Officer will play a crucial role in providing support to the Scotland House team in Brussels so that they can respond effectively and efficiently to a fast moving, challenging and high profile workload, and also meet their corporate requirements. 

Roles and responsibilities:

Financial Management: Lead on corporate running costs management including making payments, reporting on operating costs, managing bank accounts and addressing payment queries/issues.. Also includes supporting Finance Leads and their teams to ensure that budget monitoring and reporting outputs are delivered to a high standard.

Budget support: Providing key financial support to SHB areas through in-year financial monitoring and reporting, engaging with areas and colleagues across SHB, Scottish Government and UK Government to build and maintain effective working relationships and provide robust in-year and year end reporting to support senior management decisions.

Corporate responsibilities: Supporting the Director, Deputy Director and Team Leaders to ensure timely delivery against corporate requirements including expenses, corporate commissions and other requests as necessary. Ensuring compliance with best practice guidance on office operations e.g. travel, expenses, use of equipment. The post-holder also forms part of the SHB Property and Finance team.

Teamwork: Supporting the wider Scotland House Brussels team where appropriate. Ensuring relevant desk officers/colleagues are well informed of the relevant rules, procedures and practices around finance and budgeting and broader corporate assurance tasks.

Our ideal Candidate shows: 

  • Full professional proficiency in English (written and spoken, minimum of C1 level for CEFR framework*); French or Dutch language skills
  • Previous experience as a finance, budget or admin officer
  • Strong attention to detail
  • Excellent organisational and office management skills, including the ability to meet important deadlines
  • Excellent financial competence, budgetary awareness and numeric ability
  • Excellent interpersonal skills – including the confidence to be firm with colleagues whilst retaining respect
  • Excellent IT (Microsoft Office, Outlook and Excel) skills
  • Ability to juggle competing priorities, and respond quickly in a fast-moving, busy, high profile environment, with a proven ability to deliver results
  • Team working skills and willingness to 'muck in'
  • An open and flexible approach (from time to time the position may require working extended hours to deliver on important deadlines, TOIL – time off in lieu – is given)

Nice to have: 

  • Experience of dealing with senior level colleagues
  • Experience of working in government or a diplomatic representation
  • Experience of office management and other areas of corporate support
  • Knowledge and experience of Scottish/UK/EU government structures
  • An interest in Scotland and Scottish politics
Changing and Improving, Delivering at Pace, Managing a Quality Service, Seeing the Big Picture, Working Together
10 December 2023
Administrative Officer (AO)
Full-time, Permanent
Europe, Eastern Europe & Central Asia
British Embassy
1 February 2024

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 €4,244.80 (AO) level. In addition, we offer an extensive salary package, which includes a 13th month, luncheon vouchers, pension scheme, optional hospitalisation insurance (subject to monthly employee contribution), 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.

Passport: officers are expected to be in possession of a passport due to the possibility that they may be asked to undertake business travel.

Visa/work permit 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.

Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.

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 be advised that the British Embassy will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a position. 

*Please note for more information on the Common European Framework of Reference for Languages: Learning, Teaching, Assessment  levels  please click on the following link CEFR.

Please bear in mind in case you are invited for an interview your language skill is going to be assessed.

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official site. If you complete and send an application through any other site, we will not receive it.

This opportunity is closed to applications.