Receptionist - Spain
Receptionist/Support Officer General Affairs
Salary scale: 2.081 – 2.220 EUR gross per month
Number of hours : 37,5 hours per week
Startdate : as soon as possible
Duration of contract : permanent employment, after trial period of 2 months
JOB DESCRIPTION
The Embassy of the Kingdom of the Netherlands in Madrid is looking for an enthusiastic colleague to support the General Affairs Department. As a receptionist and support assistant, you will provide organisational, administrative and logistical assistance. You will be responsible for telephone calls at reception, screening calls and prioritising within the daily work. You also provide support to the Consular and General Affairs department and maintain an overview when carrying out multiple tasks. You will report to the Operations Manager.
This position requires flexibility, accuracy, independence and good planning. The perfect candidate is representative, results-oriented, stress-resistant and can organise work well independently under all circumstances.
A good knowledge of Dutch, Spanish and English is required. In addition, a customer-oriented approach is very important, as the receptionist is the first point of contact for our visitors. Professional, excellent icommunication skills are therefore essential.
TASKS
1.Receptionist /telefonist
• Operating the central telephone, including related administration and general reception duties;
• Welcoming visitors and directing them to the responsible colleague;
• Answering incoming calls quickly, correctly and in a customer-friendly manner, including transferring, relaying messages and providing (basic) information;
• Managing inventory such as office supplies, among others;
• Coordinating incoming and outgoing correspondence, including travel documents;
• Act as a first point of contact in welcoming guests and visitors (both internal and external) in a customer-friendly manner;
• Assessing the urgency and importance of visitors and telephone calls and acting accordingly;
• Responsible for mail handling, including incoming and outgoing (diplomatic) courier services and related administration.
2.Administrative duties
• Provide information on and support financial administration as required;
• Properly administer emergency documents and forward them to the appropriate department;
• Organise and manage incoming and outgoing travel documents;
• Carefully administering incoming and outgoing invoices or emails and forwarding and following up to the appropriate department or person in a timely manner;
• Managing and coordinating the embassy inventory in terms of office supplies (including coffee and tea);
• Performing other secretarial and administrative work.
WHO ARE WE LOOKING FOR?
The ideal employee can switch well between different tasks and does not lose sight of accuracy. The employee is able to work independently while being part of a well-functioning team. He/she is a person with a professional appearance who represents the embassy with a smile on his/her face and strives for customer satisfaction both internally and externally. The employee has a great sense of accuracy with a focus on quality, while showing flexibility and responsibility to get the job done right. Deadlines may be imposed suddenly, which may require flexibility and reprioritisation of workload and tasks. Discretion and acting with integrity are a must, there should be absolutely no doubt about anyone’s integrity
The person we are looking for has:
• Professional, customer-friendly approach and good cooperation in dealing with all contacts;
• Proficient in Windows-based MS Office programmes such as Word, Excel and Outlook;
• Strong planning and time management skills with a very good eye for detail;
• Flexible team player who works efficiently and independently;
• Intermediate vocational education (MBO);
• 1 to 3 years of similar work experience;
• Good knowledge of the Dutch, Spanish and English languages both orally and in writing;
• Experience in operating a telephone switchboard is a plus.
• Integrity and professionalism
Competences
• Ability to maintain an overview
• Stress resistant
• Accuracy
• Customer-oriented
• Team player
• Planning and organising
• Flexibility
• Good communication skills
Diversity and inclusiveness
The embassy has an active diversity policy and aims to be an inclusive organisation. We do this by making the most of people's differences and by creating a work culture where everyone can be themselves and feel valued. In the composition of teams and when recruiting new employees, we strive for diversity in age, gender (identity), culture, religion, background, orientation, (work) disability, knowledge and competences, among others.
WHAT WE OFFER
The Embassy of the Kingdom of the Netherlands in Spain offers a full-time employment contract for an indefinite period. This is a local position with corresponding salary and conditions. The conditions of employment are governed by Spanish laws and the regulations of the Dutch Ministry of Foreign Affairs, as laid down in the Legal Status Regulation for Local Employees 2020, adopted by the Minister of Foreign Affairs as well as the Local Mission Version Spain 2020.
ABOUT THE EMBASSY
The embassy in Madrid represents Dutch interests in Spain and is part of the Ministry of Foreign Affairs' network of diplomatic missions worldwide. We work in a wide range of policy and operational areas. From politics to social affairs, from security to economics and trade, from agriculture to consular affairs and from culture to migration. To do our work, we have a broad network among central and local governments, politicians, the private sector, civil society, journalists, academia, cultural institutions and the Dutch community in Spain.
The embassy is located in one of the Cuatro Torres in northern Madrid, which offers spacious and bright office space. We currently have over 60 staff, including interns and trainees. We have about 15 diplomatic staff, working either for the Ministry of Foreign Affairs or for other ministries or government organisations. Most of the team consists of locally recruited staff. Outside Madrid there is also a Netherlands Business Support Office with staff in Barcelona and Valencia, and we have a network of 9 Honorary Consuls in different areas of Spain with strong ties to the Netherlands for consular or economic reasons.
Our values
We offer an environment where results, team spirit, pro-activity, initiatives and ideas to improve our work are valued. Our employees enjoy the freedom to organise their work, based on a trust-based model where all employees take responsibility and ownership of their tasks. We help and support each other and learn from each other.
ARE YOU INTERESTED?
Interested candidates are kindly requested to send their cover letter (in Dutch or Spanish) and curriculum vitae to mad-hr@minbuza.nl, for the attention of Filiz Deveci.
Interviews will take place in person. The selection procedure consists of several rounds and individual task assignments may be part of this.
Closing date for applications: 5 September 2025. Applications received after the deadline will not be considered.
*All applicants must have a Spanish DNI or NIE number, as well as a Spanish Social Security number.
Number of hours : 37,5 hours per week
Startdate : as soon as possible
Duration of contract : permanent employment, after trial period of 2 months
JOB DESCRIPTION
The Embassy of the Kingdom of the Netherlands in Madrid is looking for an enthusiastic colleague to support the General Affairs Department. As a receptionist and support assistant, you will provide organisational, administrative and logistical assistance. You will be responsible for telephone calls at reception, screening calls and prioritising within the daily work. You also provide support to the Consular and General Affairs department and maintain an overview when carrying out multiple tasks. You will report to the Operations Manager.
This position requires flexibility, accuracy, independence and good planning. The perfect candidate is representative, results-oriented, stress-resistant and can organise work well independently under all circumstances.
A good knowledge of Dutch, Spanish and English is required. In addition, a customer-oriented approach is very important, as the receptionist is the first point of contact for our visitors. Professional, excellent icommunication skills are therefore essential.
TASKS
1.Receptionist /telefonist
• Operating the central telephone, including related administration and general reception duties;
• Welcoming visitors and directing them to the responsible colleague;
• Answering incoming calls quickly, correctly and in a customer-friendly manner, including transferring, relaying messages and providing (basic) information;
• Managing inventory such as office supplies, among others;
• Coordinating incoming and outgoing correspondence, including travel documents;
• Act as a first point of contact in welcoming guests and visitors (both internal and external) in a customer-friendly manner;
• Assessing the urgency and importance of visitors and telephone calls and acting accordingly;
• Responsible for mail handling, including incoming and outgoing (diplomatic) courier services and related administration.
2.Administrative duties
• Provide information on and support financial administration as required;
• Properly administer emergency documents and forward them to the appropriate department;
• Organise and manage incoming and outgoing travel documents;
• Carefully administering incoming and outgoing invoices or emails and forwarding and following up to the appropriate department or person in a timely manner;
• Managing and coordinating the embassy inventory in terms of office supplies (including coffee and tea);
• Performing other secretarial and administrative work.
WHO ARE WE LOOKING FOR?
The ideal employee can switch well between different tasks and does not lose sight of accuracy. The employee is able to work independently while being part of a well-functioning team. He/she is a person with a professional appearance who represents the embassy with a smile on his/her face and strives for customer satisfaction both internally and externally. The employee has a great sense of accuracy with a focus on quality, while showing flexibility and responsibility to get the job done right. Deadlines may be imposed suddenly, which may require flexibility and reprioritisation of workload and tasks. Discretion and acting with integrity are a must, there should be absolutely no doubt about anyone’s integrity
The person we are looking for has:
• Professional, customer-friendly approach and good cooperation in dealing with all contacts;
• Proficient in Windows-based MS Office programmes such as Word, Excel and Outlook;
• Strong planning and time management skills with a very good eye for detail;
• Flexible team player who works efficiently and independently;
• Intermediate vocational education (MBO);
• 1 to 3 years of similar work experience;
• Good knowledge of the Dutch, Spanish and English languages both orally and in writing;
• Experience in operating a telephone switchboard is a plus.
• Integrity and professionalism
Competences
• Ability to maintain an overview
• Stress resistant
• Accuracy
• Customer-oriented
• Team player
• Planning and organising
• Flexibility
• Good communication skills
Diversity and inclusiveness
The embassy has an active diversity policy and aims to be an inclusive organisation. We do this by making the most of people's differences and by creating a work culture where everyone can be themselves and feel valued. In the composition of teams and when recruiting new employees, we strive for diversity in age, gender (identity), culture, religion, background, orientation, (work) disability, knowledge and competences, among others.
WHAT WE OFFER
The Embassy of the Kingdom of the Netherlands in Spain offers a full-time employment contract for an indefinite period. This is a local position with corresponding salary and conditions. The conditions of employment are governed by Spanish laws and the regulations of the Dutch Ministry of Foreign Affairs, as laid down in the Legal Status Regulation for Local Employees 2020, adopted by the Minister of Foreign Affairs as well as the Local Mission Version Spain 2020.
ABOUT THE EMBASSY
The embassy in Madrid represents Dutch interests in Spain and is part of the Ministry of Foreign Affairs' network of diplomatic missions worldwide. We work in a wide range of policy and operational areas. From politics to social affairs, from security to economics and trade, from agriculture to consular affairs and from culture to migration. To do our work, we have a broad network among central and local governments, politicians, the private sector, civil society, journalists, academia, cultural institutions and the Dutch community in Spain.
The embassy is located in one of the Cuatro Torres in northern Madrid, which offers spacious and bright office space. We currently have over 60 staff, including interns and trainees. We have about 15 diplomatic staff, working either for the Ministry of Foreign Affairs or for other ministries or government organisations. Most of the team consists of locally recruited staff. Outside Madrid there is also a Netherlands Business Support Office with staff in Barcelona and Valencia, and we have a network of 9 Honorary Consuls in different areas of Spain with strong ties to the Netherlands for consular or economic reasons.
Our values
We offer an environment where results, team spirit, pro-activity, initiatives and ideas to improve our work are valued. Our employees enjoy the freedom to organise their work, based on a trust-based model where all employees take responsibility and ownership of their tasks. We help and support each other and learn from each other.
ARE YOU INTERESTED?
Interested candidates are kindly requested to send their cover letter (in Dutch or Spanish) and curriculum vitae to mad-hr@minbuza.nl, for the attention of Filiz Deveci.
Interviews will take place in person. The selection procedure consists of several rounds and individual task assignments may be part of this.
Closing date for applications: 5 September 2025. Applications received after the deadline will not be considered.
*All applicants must have a Spanish DNI or NIE number, as well as a Spanish Social Security number.