Administrative Assistant in Consular Affairs

The diplomatic representation of Belgium in Stockholm is seeking a full-time multi-skilled administrative assistant in consular affairs for a 1-year contract. EMPLOYER The Embassy of Belgium in Stockholm is Belgium's diplomatic representation to Sweden and Latvia. We also provide multilingual consular services to Belgians within our jurisdiction. JOB CONTENT As a consular assistant, you are responsible for, among other things: - Registering new Belgian citizens or changes to their personal situation in the relevant databases; - Handling applications for passports and identity cards; - Assisting with other consular matters: e.g., regarding nationality, legalization, or emergency consular assistance to Belgian citizens; - Searching for and keeping up-to-date information useful for colleagues' work; - Drafting letters/verbal notes/various communications. As a front-desk assistant, you are responsible for, among other things: - Responding to requests from external clients (via telephone, email, letters, or in person at the office); - Answering incoming telephone calls during office hours. REQUIRED AND DESIRED COMPETENCES, AND RECRUITMENT CONDITIONS Technical skills and knowledge - Languages: - Fluent in French or Dutch; good knowledge of the other. - English/Swedish: desired - Good knowledge of MS Office and willingness + ability to use additional databases and consular applications - Excellent communication skills (both spoken and written) - Knowledge of Belgian consular legislation and instructions, or willingness to learn about these (on-site and virtual training will be provided according to individual needs). Soft skills We are looking for a staff member who is able to work in a team, service-oriented, flexible, and, most importantly, reliable. Recruitment conditions - Education: upper secondary education; - Experience in a similar position is an asset but not a requirement. SELECTION PROCEDURE - Screening of CVs - Job interview + tests (oral and written communication skills, language proficiency) - Preferred starting date: June 15, 2026 or as soon as possible OUR OFFER - A multi-faceted stable job in a small and motivated team, consisting of both Belgian and international staff members; - A full-time position, working days from Monday to Friday, with flexible working hours; - A salary defined according to a grid, corresponding to your qualifications and experience; - Additional pension insurance; - Possibility to participate in a duty phone sharing system (compensated); - Possibility to participate in one or more working visits in Sweden. More information?