Administrative assistant in consular affairs

The diplomatic representation of Belgium in Stockholm is looking for a full-time multi-skilled administrative assistant in consular affairs 1 year contract.

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

• 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;
• Searching for and keeping up-to-date information useful for colleagues' work;
• Drafting letters/verbal notes/various communications.

• Replying to requests from external clients (via telephone, e-mail, letters, in presence at the office);
• Answering incoming telephone calls during office hours.

• Languages:
• Fluent in French or Dutch; good knowledge of the other.
• English/Swedish: desired
• 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 staff member who is able to work in a team, service-oriented, flexible and, most importantly, reliable.

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

• Screening of CV's
• Job interview + tests (oral and written communication skills, language proficiency)
• Preferred starting date: June 15, 2026 or as soon as possible

• 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 ;
• Possibility to participate in a duty phone sharing system (compensated);
• Possibility to participate in one or more working visits in Sweden.

More information?

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