Job Title: Senior
Secretary to the Ambassador
Secretary to the Ambassador
Organisation: Embassy of
the Kingdom of the Netherlands
the Kingdom of the Netherlands
Duty Station: Kampala,
Uganda
Uganda
About Us:
The Dutch – all 16 and a half
million of them – live in 41,526 square kilometres, little more than half the
size of Scotland. This makes the Netherlands one of the world’s most densely
populated countries. The Netherlands is best known for its tulips, windmills
and clogs. And for its low altitude and vulnerability to flooding. Less well
known is that the Netherlands has the tenth largest economy in the world, and
ranks sixteenth in GDP. Equally little known is that the Dutch have won Nobel
prizes for chemistry, physics, medicine, economics and peace or that the
world’s planners and architects flock here to learn about Dutch solutions for
this crowded country.
million of them – live in 41,526 square kilometres, little more than half the
size of Scotland. This makes the Netherlands one of the world’s most densely
populated countries. The Netherlands is best known for its tulips, windmills
and clogs. And for its low altitude and vulnerability to flooding. Less well
known is that the Netherlands has the tenth largest economy in the world, and
ranks sixteenth in GDP. Equally little known is that the Dutch have won Nobel
prizes for chemistry, physics, medicine, economics and peace or that the
world’s planners and architects flock here to learn about Dutch solutions for
this crowded country.
Through its international
network, the Embassy of the Kingdom of the Netherlands (EKN) -acting closely
with the NL Agency – is able to provide useful business leads and contacts. The
Trade & Investment section gives assistance to Dutch and Ugandan companies.
network, the Embassy of the Kingdom of the Netherlands (EKN) -acting closely
with the NL Agency – is able to provide useful business leads and contacts. The
Trade & Investment section gives assistance to Dutch and Ugandan companies.
Job Summary: The Senior
Secretary to the Ambassador offers secretarial/clerical support mainly to the
Head of Mission and Deputy Head of Mission. He/she is supporting their internal
and external relations, requiring an understanding of functional arrangements
within the Embassy, the Netherlands Ministry of Foreign Affairs and their
outside contacts. He/she understands the importance of external representation
and of the information needs of both offices. He/she is able to work
independently as well as within a team, has relevant education and experience,
is flexible and maintains a high degree of integrity and confidentiality.
He/she is also an excellent communicator and has a pro-active attitude.
Secretary to the Ambassador offers secretarial/clerical support mainly to the
Head of Mission and Deputy Head of Mission. He/she is supporting their internal
and external relations, requiring an understanding of functional arrangements
within the Embassy, the Netherlands Ministry of Foreign Affairs and their
outside contacts. He/she understands the importance of external representation
and of the information needs of both offices. He/she is able to work
independently as well as within a team, has relevant education and experience,
is flexible and maintains a high degree of integrity and confidentiality.
He/she is also an excellent communicator and has a pro-active attitude.
Key Duties and Responsibilities:
- Responsible
for the management of agendas, planning of appointments, and logistics. - First
telephonic point of contact for the Ambassador and his Deputy. - Processing
incoming correspondence (hard and soft copy). - Coordinating
outgoing correspondence for the management team. This includes revising
and correcting correspondence where necessary, as well as independently
drafting letters and ‘note verbales’. - Responsible
for the preparation of the agenda, minute-taking and monitoring of action
points for embassy staff meetings. - Maintaining
and keeping up-to-date of the Embassy database in Microsoft Outlook - Maintaining
and keeping up-to-date leave planning of Embassy staff. - Responsible
for the organisation of representational activities (e.g. lunches,
dinners, receptions) for the Ambassador and his Deputy, including the
organisation of the annual King’s Day event. - In
charge of the administrative and logistical support for field visits of
the Ambassador and his Deputy. - Administrative
and logistical support for incoming missions. - The
jobholder will act as the Web-editor for the Embassy website (Dutch and
English version) and the internal web portal of the Ministry of Foreign
Affairs. - Editor
for the Embassy Facebook and Twitter accounts, including active outreach,
seeking interesting content independently as well as motivating other
colleagues to deliver content on the basis of their activities. - Maintaining
the inventory of promotional materials and gifts. - The
Secretary will also be managing the Embassy Social Fund - Digital
archiving of documents.
Qualifications, Skills and Experience:
- The
applicant should hold a bachelor’s degree in office management,
secretarial studies or related field. - Fluent
knowledge of English; knowledge of Dutch is an important advantage for
working in a Dutch professional environment. - A
minimum of eight years’ experience with reputable and/or similar
organisations. - High
degree of integrity, independence and teamwork - Extensive
knowledge of secretarial/clerical and management support procedures. - Knowledge
of filing and documentation techniques. - Good
working knowledge of computerised word processing.
How to Apply:
If you desire to join the Dutch
embassy in the aforementioned capacity should send an updated CV and cover
letter with three professional referees to the address or e-mail below. All
applications shall be marked: “EKN Senior Secretary.”E-mails that exceed 2 MB
will be rejected.
embassy in the aforementioned capacity should send an updated CV and cover
letter with three professional referees to the address or e-mail below. All
applications shall be marked: “EKN Senior Secretary.”E-mails that exceed 2 MB
will be rejected.
NB: While we thank all
applicants for your interest, only those selected for interviews will be
contacted. Any form of lobbying will lead to automatic disqualification.
applicants for your interest, only those selected for interviews will be
contacted. Any form of lobbying will lead to automatic disqualification.
People Performance Group Plot 8
Kitante Close, Kitante Uganda.
Kitante Close, Kitante Uganda.
E-mail: [email protected]
Deadline: Thursday, 15th May, 2014 by 5pm
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