Full-time multi-skilled administrative assistant in consular affairs

EMPLOYER

The 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 CONTENT

As 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 CONDITIONS

Technical 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 skills

We 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);

MODALITIES CANDIDACY

Please send your CV and letter of motivation in pdf to stockholm@diplobel.fed.be by October 23, 2026 at the latest.

More information?

Contact us via stockholm@diplobel.fed.be, or visit our website: https://sweden.diplomatie.belgium.be/en