Full-time multi-skilled administrative assistant in consular affairs

Belgiska Ambassaden; Stockholms kommun; On-site; SEK 391,000 - 580,000; Full time

Benefits offered by this job

Pension insurance

Duty phone sharing system

Job summary

The Embassy of Belgium in Stockholm is seeking a full-time multi-skilled administrative assistant in consular affairs. The role covers consular services, front-desk duties, and document processing for Belgian citizens within the jurisdiction.

You will draft communications, assist with events, and maintain official records and publications. Required languages include French, Dutch and English, with basic Swedish or Latvian as an asset.

Qualifications

• Languages: Good knowledge of French, Dutch, English; basic Swedish or Latvian is an asset.
• Excellent communication skills (spoken and written).
• Knowledge of Belgian consular legislation or willingness to learn (training provided).
• Service-oriented, flexible team player.

Responsibilities

• Register Belgian citizens in databases and update personal records.
• Process passport and ID card applications.
• Assist with nationality, legalization, and emergency consular tasks.
• Draft letters and communications; update website and instructions.
• Organize meetings and events; handle front-desk requests via phone and email.

Skills

French

English

Dutch

Education

Upper secondary education

Tools

MS Office

Job description

Full-time multi-skilled administrative assistant in consular affairs

Kommun: Stockholm

EMPLOYERThe Embassy of Belgium in Stockholm is Belgium's diplomatic representation to Sweden and Latvia. We also provide multilingual consular services to Belgians within our jurisdiction.

JOB CONTENTAs a consular assistant, you are responsible for:

• Registering new Belgian citizens or modifications to their personal situation in the relevant databases;
• Handling applications for passports and identity cards;
• Assisting with other consular work: e.g. regarding nationality, legalisation or emergency consular assistance to Belgian citizens;
• Keeping the website and instructions up to date.
• Drafting letters/verbal notes/various communications such as newsletter and social media publications.
• Contributing to the organisation of meetings / events.

As a front-desk assistant, you are responsible for:

• Replying to requests from external clients (via phone and mail, in presence at the office);
• Answering phone calls during office hours;
• Contacting local authorities and the central Administration (Brussels) to report incidents.

REQUIRED AND DESIRED COMPETENCES, AND RECRUITMENT CONDITIONSTechnical skills and knowledge- Languages: Good knowledge of French / Dutch / English; Basic knowledge of Swedish or Latvian is an asset.;

Good knowledge of MS Office and willingness + ability to use additional databases and consular applications;

Excellent communication skills (both spoken and written);

Knowledge of the Belgian consular legislation and instructions, or willingness to learn about these (on-site and virtual training will be provided according to individual needs).

Soft skillsWe are looking for a service-oriented, flexible and, most importantly, reliable team player.

Recruitment conditions- Education: upper secondary education;- Experience in a similar position is an asset but not a must.

SELECTION PROCEDURE- Screening of CV's- Job interview + tests (oral and written communication skills, language proficiency)- Preferred starting date: December 1, 2026

OUR OFFER- A multi-faceted stable job in a small and motivated team, consisting of both Belgian and international staff members;- A full-time position, working days from Monday to Friday, with flexible working hours;- A salary defined according to a grid, corresponding to your qualifications and experience;- Additional pension insurance;- Participation in a duty phone sharing system (compensated);

Kompetenser

• MS Office
• Franska
• Engelska
• Nederländska

A salary defined according to a grid, corresponding to your qualifications and experience

A full-time position, working days from Monday to Friday, with flexible working hours

11227 STOCKHOLM

Stockholms Kommun

Box 12195

11227 STOCKHOLM