Administrative Clerk

Il y a 7 mois

Brussels, Belgique Embassy Brussels Temps plein

Hiring Path:

- Open to the public

Who May Apply/Clarification From the Agency:
For USEFM - FP is 09. Actual FP salary determined by Washington D.C.
All Interested Applicants / All Sources
Post policy update: Inbound USEFM applicants DO NOT have to wait until they are within 90 days of arriving at post to apply.

Security Clearance Required:
Public Trust - Background Investigation

Appointment Type

Permanent

Appointment Type Details:
Marketing Statement:
We encourage you to read and understand the Eight (8) Qualities of Overseas Employees before you apply.

Summary:
The work schedule for this position is Full Time (38 hours per week)

Supervisory Position:
No

Relocation Expenses Reimbursed:
No

**Duties**:
The incumbent serves as the initial point of contact for visitors and callers to the Human Resources Office. The HR Office Manager/Receptionist provides a wide range of management and administrative support functions, which includes maintaining an appointment calendar, scheduling appointments for the HROs, answering and screening phone calls, organizing and maintaining paper and electronic filing systems, obtaining document clearances, supporting the compensation and benefits team, accreditation team, and recruitment team, and handling non-technical or routine matters independently. Incumbent also provides administrative support to the Post Language Coordinator on the Post Language Program, to the Awards Coordinator on the U.S. Embassy and USEU Awards Program, to Seasonal Hire and Intern Coordinator and to FSOT Coordinator.

Incumbent reports to the S/HRO, providing administrative support to the entire HR Office of 15 staff members. As a receptionist, receives and directs all incoming telephone calls and customers as appropriate. Maintains appointment calendar for the S/HRO, D/HRO, leave calendar, and the HR Conference room calendar. Ensures that office supplies are sufficient and orders them whenever necessary to maintain the supply level. Completes purchase order requests in ILMS for office supplies and other items to be procured. Ensures that all office equipment (printers, copiers, fax machines, scanners, etc.) are in proper working condition and calls for repair as needed. Organizes office events as required. Requests taxi vouchers and reconciles trips. Picks up and drops off office mail. Submits Visitor Access Requests (VARs) for security approval and escorts visitors. Maintain and organize HR files

Organizes and maintains official files and documents, shredding and filing documents as necessary. Drafts Brussels Broadcasts, routine correspondence and other notices/memos as instructed. Develops Standard Operating Procedures (SOPs) on his/her area of work as needed to ensure that proper procedures are followed at all times.

Responsible for E-2 travel order requests and travel voucher claims for HR staff, My Data for HROs, submits e-services, handles eCC for HR staff travelling and people visiting Brussels (e.g. training staff or TDYers.

Maintains HRs eContacts for official events and orders yearly gratuities. Coordinates with the HR Team for written cards with correct addresses and with motor pool to deliver all gratuities, ensuring on-time delivery.

Collects monthly HR Statistics from the other team members for the first management meeting of each month. Sends out a reminder to the HR Staff at least one week in advance to collect data on time.

Assists the Awards Coordinator in the biannual awards ceremony, including but not limited to collecting nominations, distributing them to the committee, reserving ceremony venue, ordering refreshments, framing awards certificates, etc.

Assists in the Post Language Program, drafting the announcement Broadcast, helping the Post Language Coordinator monitor the Post Language Program inbox, accepting and verifying student enrollments, and ensuring the classrooms are properly maintained.

Assists the Summer Hire Coordinator with collecting requests, position descriptions, assignments, check-in/check-outs, and personnel actions.

Assists the Compensation and Benefits Team with:

- Drafting addenda to the employment contracts (change working hours) and update the personnel files (scan documents and add them to the folder)
- Drafting certificates of employment
- Collecting all the transportation documents and prepare for review
- Updating sharepoint
- Assisting in other admin tasks such as draft letters regarding retirement, prepare documents for check-in or check-out, mutuelle and ONEM paperwork.
- Update organization charts for Tri-Mission sections

Is timekeeper for the entire JAS/HR team.

**Qualifications and Evaluations**:

- Requirements:
EXPERIENCE: Two years of work experience as a secretary, receptionist, Office Manager, or as a customer service provider is required.
- Education Requirements:
High school diploma
- Evaluations:
LANGUAGE: Fluency in English. Good working knowledge in Dutch or French. This may be tested.

SKILLS AND ABILITIES:

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