General features of the role

The Consular & General Affairs Officer combines tasks in the consular field with duties in general affairs (personnel, information systems, organisation, finance, ICT/administration and accommodation). He/she reports to the Operational Manager. The officer works closely with the Consular Officer, providing consular services at the counter (passports), as well as back-office tasks. He/she supports the Operational Manager in the field of financial affairs, housing, and providing clerical and logistic administrative support. The Officer understands how important good planning and clear processes are to the effective functioning of a mission. He/she knows the procedures and regulations, and within these parameters seeks pragmatic solutions in keeping with the context in which the mission operates. 

Description of duties

Consular services

• Processing applications travel documents, visa and MVV applications, checking the various documents, entering the applications in the various automated systems and issuing the approved travel documents and visas;
• Communicating with applicants and other parties seeking consular information (in person and via email, telephone, etc.);
• Providing consular assistance to Dutch nationals in need;
• Providing guidance to Dutch detainees in Canada;
• Keeping up to date with new applications and systems for (digital) consular services. 

General support in operational processes

• Ensuring accurate financial administration (e.g. invoices, VAT refunds);
• Dealing effectively with the administrative and technical management of the chancery and residence (including inventory), in accordance with existing procedures, and handling any related administration;
• Managing inventory of office supplies (technical equipment, office equipment, official cars and government-owned works of art) for the chancery and official residence by checking and updating lists, etc.);
• Other administrative duties as decided within the consular and general affairs team, under the overall management of the operational manager.

Level knowledge and skill requirements

• Secondary vocational level;
• Experience of working with financial processes is preferable;
• Skilled in communicating with internal and external contacts at various levels, striking a good balance between empathy and assertiveness, including in potentially stressful situations;
• Fluency in English, both spoken and written, is essential;
• Knowledge of Dutch is an asset;
• Experienced in the use of MS Office, in particular Outlook, Excel, and Word.

Competencies

• The staff member is customer-oriented.
• The staff member can plan and organise.
• The staff member can cope with stress.    
• The staff member is meticulous and has integrity.
• The staff member is results driven.
• The staff member can work well with others.
• The staff member is flexible.