Specific information

The General Affairs Officer provides administrative and logistical support for the operational processes of the Embassy. The general affairs include: personnel, information systems, organisation, finance, automation-ICT and housing (PIOFAH).
• He/she serves the mission as a whole and reports to the Deputy Head of Mission (HOM)/Manager, responsible for Operational Management.
• He/she understands how important good planning and clear processes are to the effective functioning of a mission.
• He/she complies with the official standards applicable within the organisation, and monitors the quality of services provided.
• Transparent and ethical conduct is a condition.
The general affairs officer supports the HR administration process.

A.1.1 Result areas and results 

Under final responsibility of the Deputy HOM, you keep high level of results in the PIOFAH-themes, meaning that:

• Records are kept properly and in accordance with applicable rules and guidelines.
• Collected information is checked and processed in an effective and timely fashion.
• Problems are early identified, reported on and followed up effectively with Manager.
• HR information is kept in good order, in accordance with relevant agreements and guidelines (incl. integrity guidelines).
• The staff member coordinates process-based arrangements, checks progress on completion of tasks and sends out reminders promptly.
• Requests for information about procedures, forms, administrative obligations, and organisational processes are followed up in a customer-friendly manner.
• Instructing, supervising the mission’s local domestic staff, and drawing up duty rosters.
• Expat Staff is provided with a reasonable and good level of support and information.
• Mission buildings and equipment/inventory are managed properly.
• He/she knows the procedures and regulations, and within these parameters seeks pragmatic solutions in keeping with the context in which the mission operates.
• He/she will contribute to event management in cooperation with the Senior General Affairs/Consular Affairs Officer.
• He/she supports their colleagues, is available to deal with customers.
• He/she acts as a back-up for the consular employee / consular affairs
• He/she is able to provide User support in ICT related matters.
• He/she deals effectively with the administrative and technical management of the chancellery/residence/staff housing (including inventory), in accordance with existing procedures, and handles any related administration.

A.1.2 TASKS

Concrete Tasks in the area of PIOFAH imply:

Personnel:

Personnel-, salary-, leave-, and sickness administration [in accordance with LSR (Legal Status Local Employment Regulations) and the PUW (Mission Version)]:
o Contact with Service Organisation 3W (World-Wide-Working) on entry and exit from employment, contracting, supplementation, etc.
o Timely preparing of the MCS (Monthly change sheet) for salaries (salary adjustments, overtime, allowances, etc) / Leave & sickness administration.
Information:
• Managing Information flows, processes.
• Archiving and management collaboration space (SWR)

Organisation

•  Support and advise on organisation matters
• Dealing with Logistics (directly or delegated) on Protocol affairs, postal affairs, purchases for Embassy (Residence), car-related issues.
• Managing the General Affairs inbox of the Embassy
• Replacing Senior General Affairs and Consula Affairs officer.
• Support of BVC (Security Coordinator Embassy) on safety and security issues / First Aid Officer.

Finances

• Contact with / counterpart for the Financial Service Organisation (FSO) for all financial matters.
• Tasks including -but not limited to
  - Budget managing (Representation, Travel, King’s day, training courses)
  -Dealing with supplier management, cash sheet registration, credit-card payments, VAT-claims, etc.
  - Preparing payments to suppliers (contact with FSO

Automation – ICT

•  Keeping up to date the registration of IT-equipment (inventory)
• User Support (GO) to staff on ICT issues / contact with ServiceDesk in the NL (6868)
• Maintenance (in collaboration with Ministry) of all IT equipment at the Embassy (including Server / under supervision Deputy HOM.

Housing

• Contract management (maintenance / equipment)
• Supervision (of maintenance) Chancellery and Residence
• Inventories Chancellery and Residence (furniture and art)
• Housing issues Expatriate Staff members.

A.2 Framework

The General Affairs Officer is accountable to the Deputy HOM for the quality of the deliverables and the progress of all provided services.
The tasks are carried out in accordance with the Ministerial administrative and procedural regulations in relation to internal management of missions.

A.3 Contacts

• Management staff of the Embassy (and other colleagues)
• Outside the Embassy:
  - Relevant Ministry Departments, especially the Service Organisations at the Ministry: 3W, FSO (CSO – Consular Affairs)
  - Cypriot Authorities / Protocol for obtaining documents / goods (import-procedures, etc)
  -  Suppliers (Utility companies, maintenance firms, etc.)

A.4 Knowledge and skill requirements

• Knowledge of administrative procedures, requirements, regulations and procedural implementing regulations.
• Knowledge of relevant local legislation.
• Understanding of the workings and scope of relevant systems and associated procedures and processes.
• Basic technical skills to allow supervision at (maintenance) works.

A.5 Competences

• Customer-orientedness
• Planning and organising.
• Meticulous and honest (integrity)
• Driven by results.
• Work well with others (cooperation)
• Flexible

A.6 Level of education / additional training and knowledge 

• Cognitive and other work-related abilities: Secondary vocational level
• Level of experience in operational management: a minimum of 3 years of relevant working experience
• Language Skills: English & Greek (fluent)
• Dutch (a pre)
• Driver’s licence

B. Work environment 

B.1

The Embassy is located on the first floor of a modern office building close to Cyprus Ministry of Foreign Affairs as well as the city centre, that also houses the Embassies of France and Austria. The de-facto division of Cyprus continues to provide for a politically sensitive working environment that requires the employee’s awareness in the performance of his/her daily duties.

B.2

The Embassy staff consists of 5 persons: 2 expatriate and 3 local staff members. A close-knit team in which everyone supports each other in the tasks to be performed.

C. Staff member profile 

He/she needs to be a Team Player, accurate, honest, representative, flexible, service-oriented. Understanding of Protocol matters. Ability to coordinate the general affairs of the embassy.

D. Other information

The Embassy strives to create a safe working space, characterized by diversity and inclusivity within its team.

Contact

For further information about this position contact: Mr. Maarten Derksen via e-mail.