- Open to the public
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. !!!
If the candidate meets all of the onboarding criteria they could start working as of immediately.
We encourage you to read and understand the Eight (8) Qualities of Overseas Employees before you apply.
The work schedule for this position is Full Time (38 hours per week)
Start date: Candidate must be able to begin working within a reasonable period of time (15 weeks) of receipt of agency authorization and/or clearances/certifications or their candidacy may end.
If the candidate meets all of the onboarding criteria they could start working as of immediately.
Duties
The job holder is the Public Diplomacy (PD) LE Staff member responsible for managing all administrative aspects of support for Public Engagement with priority audiences: Established Opinion Leaders (EOL), Emerging Voices (EV), and Press & Media. Supports the PDOs and Public Engagement staff on audience-focused activities; tracks and collaborates on PD budgets and expenditures, and partners with the Resource Coordination Assistant. Manages EV and EOL program calendars. Serves as a primary point of contact for EOL, EV, and Press & Media inquiries to the PD Section, ensuring that visitors receive accurate and timely information with the highest levels of customer service.
Coordinates logistics and resource requests for Public Engagement program/activity implementation. Allocates property to individual activities and events, acquires new property/materials, and manages transportation for offsite locations. In consultation with the Resource Coordination Assistant, interacts daily with Management (General Services, Facilities Management, Information Technology, Financial Management, and Human Resources) and Regional Security staffs to coordinate support for PD programs/activities (including program, equipment, travel, and technology requirements). Provides support to the PDOs and other Public Engagement staff for programs and activities. Prepares and tracks travel and financial arrangements for the work unit. Manages routine logistical and administrative communications with grantees and event participants. Manages invitations and guest lists for events and updating contact information in contact management database for program participants and EL, EV, and Press & Media contacts. Coordinates logistics and preparation for meetings, briefings, speaker programs, workshops, and other events involving EOL, EV, and Press & Media audiences. Provides on-site logistical support for public PD events and programs. Oversees program follow-up, including program-related inquiries and communications. Ensures that reports are completed and up to date for PD programs in PD Tools and with financial awards in Ariba. Manages Public Engagement representational activities in coordination with other PD staff. Coordinates guest lists, invitations, and RSVPs for events.
Qualifications and Evaluations
EXPERIENCE: Minimum of two years of progressively responsible experience in administrative services, procurement, customer service, or events management is required.
JOB KNOWLEDGE: Good knowledge of PD management operations, human resources, grants policies and procedures, procurement, travel, IT, and other administrative procedures and regulations is required. Must quickly become knowledgeable of PD and relevant Department of State (DOS) regulations and other guidance on all elements of resource coordination relevant to PD Section activities is required. Detailed knowledge of U.S. government (USG) grant regulations, Grants Policy Directives, public-private partnerships and fundraising guidelines, and A/OPE guidance is required.
University degree in Business Administration, Financial Management, Organizational Management, Accounting, Public Administration, International Relations, or local equivalent is required.
LANGUAGE: Fluency in English and French. This may be tested.
SKILLS AND ABILITIES:
Analytic skills: Must have strong analytic skills to manage funding from multiple sources, each with differing requirements for purpose, oversight, and accounting. Must be able accurately to assess resource challenges and
identify solutions, including those that address sensitive resource challenges. Must be able to perceive significant changes in PD operations and adjust operations in response. Communication / Interpersonal skills: Must have excellent customer relations, interpersonal, and cross-cultural communication skills. Must have excellent written and oral communication skills, including ability to write reports. Must be able to work effectively with Mission personnel and Belgian or international institutions on PD operations and resources, including sensitive or contentious financial topics. Management Skills: Strong management skills are required, including the ability to develop and oversee logistics with partner institutions and manage complex PD/Mission events. Technical Skills: Good keyboarding and data entry skills are required; excellent familiarity with electronic discovery tools, in particular the internet, and standard information retrieval practices and procedures is required. Thorough, detailed knowledge of and ability to use various computer software programs, specifically Microsoft Word, Excel, and databases, as well as PD-specific software, databases, and reporting tools, is required. Knowledge
of and ability to support PD use of digital and visual tools is required. Must have excellent numerical skills to manipulate numbers with speed, to process personnel and travel documents, to develop equipment lists and supply orders, and to monitor PD budgets. Availability: Must be available to travel to support PD projects and activities within the European Union.
EQUAL EMPLOYMENT OPPORTUNITY (EEO): The U.S. Mission provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation.
All applicants under consideration will be required to pass medical and security certifications.
Benefits and Other Info
Locally Employed Staff, including Members of Household (MOHs), and Third-Country Nationals (TCNs), working at the U.S. Mission in Brussels may receive a compensation package that may include health, separation, and other benefits.
For EFMs, benefits should be discussed with the Human Resources Office.
The pay plan is assigned at the time of the conditional offer letter by the HR Office.
For the current COVID-19 Requirements please visit the following link.
HIRING PREFERENCE SELECTION PROCESS: Applicants in the following hiring preference categories are extended a hiring preference in the order listed below. Therefore, it is essential that these applicants accurately describe their status on the application. Failure to do so may result in a determination that the applicant is not eligible for a hiring preference.
HIRING PREFERENCE ORDER:
AEFM / USEFM who is a preference-eligible U.S. Veteran*
AEFM / USEFM
FS on LWOP and CS with reemployment rights **
IMPORTANT: Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of their most recent DD-214 (“Certificate of Release or Discharge from Active Duty”), equivalent documentation, or certification. A “certification” is any written document from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions within 120 days after the certification is submitted by the applicant. The certification letter should be on letterhead of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service. Acceptable documentation must be submitted in order for the preference to be given.
** This level of preference applies to all Foreign Service employees on LWOP and CS with re-employment rights back to their agency or bureau.
For more information (i.e., what is an EFM, USEFM, AEFM, MOH, etc.?) and for additional employment considerations, please visit the following link.
How to Apply
All candidates must be able to obtain and hold a Sensitive But Unclassified (SBU) certification.
To apply for this position click the “Submit Application” button. For more information on how to apply visit the Mission internet site.
Required Documents:
To qualify based on education, you MUST submit the requested degree and / or transcripts as verification of educational requirement by the closing date of this announcement. Failure to provide requested information, or the information is insufficient to verify eligibility, may result in disqualification for this position.
All Applicants:
Residency and/or Work Permit
University diploma (a copy recognized by Belgian/U.S. authorities*)
Language Scores (if available)
Eligible Family Member Applicants:
- Copy of Sponsor's Orders/Assignment Notification (or equivalent)
- Passport copy
- DD-214 - Member Copy 4, Letter from Veterans’ Affairs, or other supporting documentation (if applicable)
- SF-50 (if applicable)
Clarification:
If you have a diploma of one of the following countries, your diploma is automatically recognized:
Belgium
Netherlands
Luxembourg
International diplomas awarded by the European University Institute Firenze
USA
In case you have a foreign diploma of a country not on the list above, you need a professional recognition (type: specific). For the procedure see Diploma Recognition - Mon Diplome Mydiploma. You can opt for the French procedure (via cfwb) or the Dutch procedure (via naric). Should you have questions regarding the recognition procedure, please contact cfwb or Naric directly (www.equivalences.cfwb.be or www.naricvlaanderen.be).
Applicants who are invited to take a language or skills test, or who are selected for an interview will be contacted via email.
For further information - the complete position description listing all of the duties, responsibilities, required qualifications, etc. may be obtained by contacting the Human Resources Office.
Thank you for your application and your interest in working at the U.S. Mission in Brussels.
