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?

Full-time multi-skilled administrative assistant in consular affairs · Belgiska Ambassaden