CVs without a cover letter will not be considered.
A. BASIC DETAILS
Job title: Receptionist / administration
Mission: Kiev
Job level: scale 5
Salary: Euro 1.449- 2.173 Gross
Score Profile: 37,5 hour
SPECIFIC INFORMATION
He/she works as a receptionist, translator, event manager, administration
He/she also provides clerical, logistical and administrative support for the mission’s consular services and administrative processes.
B.1.1 RESULT AREAS AND RESULTS
1. Reception / Telephone
2. Translation UA to UK
3. Administrative Support
4. Event manager
5. Consular services
B.1.2 TASKS
1. Reception / Telephone
- Host for visitors and guidance to appointment
- Answering the phone/ opening the front door
- Taking receipt of packages and goods and informing the person to whom they are addressed of their arrival Providing general information to visitors. Incorporating clerical data into a summary Assessing the importance and urgency of incoming correspondence and, on his/her own initiative and at his/her own discretion, appending information that is needed in order to deal with it.
- 2. Translation Making translations from Ukrainian/Russian languages into English and vice-versa. Writing standard Verbal notes and assists in translating incoming and outgoing messages and administrative correspondence.
- 3. Administrative support Providing simple administrative support for other departments; Providing general, factual information and issuing guidelines and advice (by telephone) on applications for travel documents, visas and authorizations for temporary stay; In exceptional cases provide back-up at the Consular Section Booking train ticket for incoming or outgoing visits
- 4. Event manager Contact person for arranging event in the embassy, receptions / presentations responsible for setup event
- 5. Consular Services Providing substantive support by preparing advice and decisions (on nationality issues) preparing contact for the Embassy website concerning consular affairs contact with Nederland worldwide / Netherlands Worldwide for the first line questions of the Dutch national.

B.2 FRAMEWORK
- The receptionist / administrator is accountable to the unit head for his/her approach to and the progress and quality of his/her clerical and logistic duties and for his/her work as a receptionist.
- The internal management clerical and procedural implementing regulations apply.
- The receptionist/translator takes decisions about collecting, organizing, correcting and processing information and about allowing people, packages etc. into the mission.

B.3 CONTACTS
- With third parties, to obtain and provide information on the content and progress of clerical processing of cases.
- With ministerial and interministerial agencies/institutions (including the Consular Affairs and Direction Consular and Visa (HDCV) and the Immigration and Naturalization Service (IND)), to provide or obtain further information.
- With third parties and visitors about visits, putting calls through, etc. to share information.
- B.4 KNOWLEDGE AND SKILL REQUIREMENTS Knowledge of internal clerical and procedural regulations relating to the area in question. Practical knowledge of relevant local regulations and customs. Understanding of internal clerical procedures, work instructions and formal rules on competence and procedures, as well as the organization’s duties, structure and way of working. Skill in creating and keeping files digital Skill in using the relevant computerized and other consular systems. Practical knowledge of the application of available aids. Skill in dealing with clients. COMPETENCE:
- Integrity Client orientation
- Ability to cope with stress
- Ability to plan and organize
- Flexibility
- Result oriented B.6 LEVEL OF EDUCATION / ADDITIONAL TRAINING AND KNOWLEDGE Completed higher education level. Professional knowledge (verbal and written) of the Russian, Ukrainian and English languages; Knowledge of the Dutch language is an advantage. Experience in translating texts and documents. Pro-active and flexible attitude toward the variety of tasks.
- C. WORK ENVIRONMENT The Royal Netherlands Embassy is situated in Kiev, Kontraktova Ploshcha 7. The Embassy currently employs 38 employees out of which 12 diplomats. The receptionist / administrator is part of the support team at the Embassy. This team consists also of a handy man, drivers, senior and junior general affairs officers. The team is, together with the Operational manager responsible for a professional, efficient and client friendly front office, as well as facilitating a good working environment for all other staff, clients and guests of the Embassy.
- D. STAFF MEMBER PROFILE The receptionist is the first contact of the embassy. The importance of a customer friendly approach should be a natural goal. The receptionist should know how to present her/himself when dealing with high-ranking visitors. She/he should be able to work independent, be flexible and pro-active and have a positive attitude.
- E. OTHER REMARKS The organization of the Embassy underwent major changes which had a great impact on the office in general and the supportive team in particular. These changes required a positive and creative attitude of the people working in the support team in order to make these changes a success. In connection with the action plan ‘Working for the Netherlands, Worldwide, with One Team at the Mission', all staff have to use their skills more broadly and be more flexible, and consequently with greater responsibilities. Working as one team, including with staff outside Consular cluster, is an integral part of the broader process of modernizing diplomacy.
- CONTACT: Marco Wijnands, Head of Operations, [см. контактную информацию ниже]

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