Full-time multi-skilled administrative assistant in consular affairs
Belgiska AmbassadenSammanfattning
The Embassy of Belgium in Stockholm is seeking a consular assistant to manage various consular tasks, including registering Belgian citizens, processing passport applications, and providing assistance to citizens in need. The role involves front-desk responsibilities, such as responding to client inquiries and liaising with local authorities. This full-time position offers flexible working hours and is part of a small, motivated team. The preferred starting date is December 1, 2026.Jobbet i korthet
Anställningstyp
visstid
Arbetstid
heltid
Det här erbjuder vi
Stable job in a small, motivated teamFull-time position with flexible working hoursSalary based on qualifications and experienceAdditional pension insuranceParticipation in a compensated duty phone sharing system
Ansök senast: 2026-10-23
Publicerad: 2026-10-08
Beskrivning
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:
- 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;
- Keeping the website and instructions up to date.
- Drafting letters/verbal notes/various communications such as newsletter and social media publications.
- Contributing to the organisation of meetings / events.
As a front-desk assistant, you are responsible for:
- Replying to requests from external clients (via phone and mail, in presence at the office);
- Answering phone calls during office hours;
- Contacting local authorities and the central Administration (Brussels) to report incidents.
REQUIRED AND DESIRED COMPETENCES, AND RECRUITMENT CONDITIONS
Technical skills and knowledge
- Languages: Good knowledge of French / Dutch / English; Basic knowledge of Swedish or Latvian is an asset.
- 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 service-oriented, flexible and, most importantly, reliable team player.
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: December 1, 2026
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;
- Participation in a duty phone sharing system (compensated);
MODALITIES CANDIDACY
Please send your CV and letter of motivation in pdf to stockholm@diplobel.fed.be by October 23, 2026 at the latest.
More information?
Contact us via stockholm@diplobel.fed.be, or visit our website: https://sweden.diplomatie.belgium.be/en
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:
- 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;
- Keeping the website and instructions up to date.
- Drafting letters/verbal notes/various communications such as newsletter and social media publications.
- Contributing to the organisation of meetings / events.
As a front-desk assistant, you are responsible for:
- Replying to requests from external clients (via phone and mail, in presence at the office);
- Answering phone calls during office hours;
- Contacting local authorities and the central Administration (Brussels) to report incidents.
REQUIRED AND DESIRED COMPETENCES, AND RECRUITMENT CONDITIONS
Technical skills and knowledge
- Languages: Good knowledge of French / Dutch / English; Basic knowledge of Swedish or Latvian is an asset.
- 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 service-oriented, flexible and, most importantly, reliable team player.
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: December 1, 2026
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;
- Participation in a duty phone sharing system (compensated);
MODALITIES CANDIDACY
Please send your CV and letter of motivation in pdf to stockholm@diplobel.fed.be by October 23, 2026 at the latest.
More information?
Contact us via stockholm@diplobel.fed.be, or visit our website: https://sweden.diplomatie.belgium.be/en
Ansök till tjänsten
Full-time multi-skilled administrative assistant in consular affairs
OM FÖRETAGET
Belgiska Ambassaden
