A. BASIC DETAILS
Job title : Management Assistant
Mission : Baku
Job level : scale 6
Number of hours : 40

B. SPECIFIC INFORMATION

The management assistant is primarily responsible for administrative & secretarial support and managing the appointments calendar of the head of mission. If needed he/she assists also the General Affairs Section (GA) of the Embassy. The management assistant is often the first point of contact for external parties and is responsible for receiving visitors at the Embassy. The management assistant is responsible for creating accessible files, collecting data, coordinating complex information flows and checking that information is correct, usable, timely and complete. He/she works in a precise and proactive manner and can realistically assess the urgency and importance of tasks. He/she exercises due care in regard to personal and confidential information and demonstrates a high degree of professional integrity. The management assistant communicates in a diplomatic and friendly manner.

C. RESULT AREAS AND TASKS

C.1.1 RESULTS AREAS

• The management assistant manages the appointment calendar of the head of mission and ensures the calendar is filled according to the requests of the head of mission, in consultation with the embassy team.
• External parties are dealt with in an appropriate and proper manner, and their enquiries or requests are either resolved or forwarded to the correct person.
• Sending and receiving Note Verbales in English and Azerbaijani, mainly to and from the Ministry of Foreign Affairs or other local authorities.
• The management assistant correctly assesses the importance and urgency of given tasks. The management assistant checks progress on completion of tasks and sends out reminders promptly.
• Secretarial and administrative tasks are performed properly, in accordance with agreements and guidelines.
• Administrative, logistical and organisational processes and procedures are followed closely.
• Reports are drafted effectively.
• Appointment calendars and email inboxes are proactively kept in good order, in accordance with the requirements.
• The management assistant can effectively identify interests/consequences between requests/questions.
• The management assistant properly checks that work files are usable, timely and complete.

C.1.2 TASKS

• The management assistant is first of all responsible for the management of the work calendar. He/she ensures that invitations and meeting requests are assessed and discussed with the management in a timely manner, e.g. via a weekly agenda meeting, and on ad hoc basis.
• The management assistant proactively inquires about the format and any specifics of the meetings or events at hand, so that the head of mission is clearly informed about expectations. Based on the wishes of the head of mission and on incoming requests or invitations, the management assistant actively fills up the calendar with internal and external meetings, events and duty trips.
• The management assistant will, together with the general affairs department, provide organisational/logistical support to meetings/events/study trips as required. The management assistant, together with the policy staff, prepares missions and meetings by the head of mission to regions of Azerbaijan.
• The management assistant is primarily responsible for keeping the embassy’s contact database updated, for writing invitations, for making/translating official Note Verbales and letters.
• The management assistant may be involved in the preparation for and organisation of incoming visits and duty trips.
• The management assistant may be requested to provide translation from Azerbaijani to English where requested.
• The management assistant will assist the policy staff in drafting and posting posts on the Embassy’s social media channels and will provide logistical or organisational support to (public diplomacy) projects where needed.

D. FRAMEWORK

The management assistant works very closely with the head of mission. The head of mission also acts as his/her line manager.

E. CONTACTS

The management assistant works with external parties (including Azerbaijani authorities, parliament, politicians, NGOs, and other diplomatic missions and international organisations) when it comes to setting up meetings, incoming or outgoing visits and events.
The management assistant works closely with all staff of the mission.

F. KNOWLEDGE AND SKILL REQUIREMENTS

• Knowledge of management assistance working methods, secretarial work and general secretarial/administrative procedures and regulation.
• Knowledge of standard documentation and archiving techniques
• Skilled in secretarial/administrative work, and in coordinating information flows and processes.
• Skilled in serving as a link between management and third parties (external parties and foreign contacts)
• Some understanding of political and civil-service interests and sensitivities, of primary processes and of administrative, organisational and functional relationships
• Knowledge of ICT systems relevant to the position
• Fluent in Azerbaijani and English. Knowledge of Dutch and Russian is desired, but not essential.

 

G. COMPETENCES

 

• The staff member is customer-oriented.
• The staff member can plan and organise, in a precise and structured manner.
• The staff member is sensitive to the needs of the organisation.
• The staff member is well-presented.
• The staff member can work well with others.
• The staff member is flexible and proactive.

H. LEVEL OF EDUCATION / ADDITIONAL TRAINING AND KNOWLEDGE

Cognitive and other work-related abilities: Higher education level
Level of experience: Considerable relevant experience (3+ years)

I. WORK ENVIRONMENT

The Kingdom of the Netherlands is represented in Azerbaijan through its Embassy in Baku.
The Embassy has an open, inclusive and informal work culture. We apply high integrity and work ethic standards.

J. STAFF MEMBER PROFILE

The candidate must be able to work independently and should be able to set his/her priorities right. He/she is a client oriented person, proactive, flexible and focused on results. He/she must work with an eye for detail and quality and will have a pragmatic problem solving attitude.

The candidate should be a flexible team player and ready to assist fellow members of the Embassy team in their tasks thereby contributing to the good working atmosphere at the Embassy. He/She communicates both in writing and verbally in a diplomatic and friendly manner.

K. OTHER INFORMATION

The employee is expected to assist in other activities that concern the entire mission, such as our national day reception or other Embassy events. The management assistant will also be expected to participate in an -out of office hours- duty officer roster. From time to time, the management assistant will be asked to contribute to and participate in work activities outside of regular office hours (e.g. official receptions, events).

L. CONTRACT INFORMATION

• Duration: Fixed-term contract until 31 December 2026
• 40 hours working week.
• Health insurance.
• Starting date: 25 May 2026
• Management assistant

M. SELECTION PROCEDURE

 

• A CV and a cover letter (max. 1 page) explaining your motivation and why you are a suitable candidate.
• Please submit the CV and cover letter to: BAK-CDP@minbuza.nl
• Deadline is: Friday 15 of May 2026.
• Only electronic application will be accepted.
• Shortlisted candidates will be contacted for the first interview within 1 week of the vacancy closing date.