Administrative assistant in consular affairs

Om jobbet

The diplomatic representation of Belgium in Stockholm is looking for a full-time multi-skilled administrative assistant in consular affairs 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, inter alia:

- Registering new Belgian citizens or modifications to their personal situation in the relevant databases;

- Handling applications for passports and identity cards;

- Assisting with other consular work: e.g. regarding nationality, legalisation 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, inter alia:

- Replying to requests from external clients (via telephone, e-mail, letters, in presence 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 the 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 must.

SELECTION PROCEDURE

- Screening of CV's

- 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?

Contact us via stockholm@diplobel.fed.be, or take a look on our website: https://sweden.diplomatie.belgium.be/en