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Ad title:
Management Assistant/Senior Administrative Assistant
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| Provided By:
Embassy of the Netherlands
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Published: 04 May
/ Deadline: 15 May
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Embassy of the Netherlands is pleased to announce an opening for the position of Management Assistant (Senior Administrative Assistant).
Date: 1 May 2026
A. Basic Details
Mission: Tbilisi
Job level: scale 6
Number of hours: 37
B. Specific Information
The management assistant provides the head of mission and the management team secretarial/administrative support. The management assistant is primarily responsible for managing the appointments calendar of the head of mission and the deputy head of mission and incoming invitations. He/she is often the first point of contact for external parties and is responsible for receiving visitors at the Embassy. The management assistant is responsible for creating accessible files, collecting data, coordinating complex information flows and checking that information is correct, usable, timely and complete. The management assistant is familiar with data processing and ensures that records are kept in good order. The management assistant works in a precise and proactive manner and can realistically assess the urgency and importance of tasks. He/she exercises due care in regard to personal and confidential information and demonstrates a high degree of professional integrity.
C. Result Areas and Tasks
C.1.1 Results Areas
** External parties are dealt with in an appropriate and proper fashion, and their enquiries or requests are either resolved or forwarded to the correct person.
** The management assistant manages the appointment calendar of the head of mission and the deputy head of mission and ensures the head of mission`s calendar is filled according to the wishes of the head of mission.
** The management assistant correctly assesses the importance and urgency of a given task. The management assistant checks progress on completion of tasks and sends out reminders promptly.
** The management assistant provides/supplements information effectively.
** Secretarial and administrative tasks are performed properly, in accordance with agreements and guidelines.
** Administrative, logistical and organisational processes and procedures are followed closely.
** Reports are drafted effectively.
** The management assistant creates and updates work files.
** Appointment calendars and email inboxes are proactively kept in good order, in accordance with the manager`s requirements.
** The staff member can effectively identify interests/consequences between requests/questions.
** The staff member is an effective linchpin between the mission and external parties.
** The staff member properly checks that work files are usable, timely and complete.
C.1.2 Tasks
** The management assistant is first of all responsible for the management of the work calendar of the head of mission and the deputy head of mission. He/she ensures that invitations and meeting requests are assessed and discussed with the management in a timely manner, e.g. via a weekly agenda meeting, and on ad hoc basis.
** The management assistant proactively inquires about the format and any specifics of the meetings or events at hand, so that the head of mission is clearly informed about expectations. Based on the wishes of the head of mission and on incoming requests or invitations, the management assistant actively fills up the calendar with internal and external meetings, events and duty trips.
** The management assistant will, together with the general affairs department, provide organisational/logistical support to meetings/events/study trips as required.
** The management assistant, together with the policy staff, prepares missions by the (deputy) head of mission to regions of Georgia.
** The management assistant is primarily responsible for keeping the embassy`s contact database updated, for writing invitations, for making/translating official Note Verbales and letters.
** The management assistant may be involved in the preparation for and organisation of incoming visits, duty trips.
** The management assistant may be requested to provide translation from Russian and/or Georgian to English and/or Dutch where requested.
** The management assistant will assist the policy staff in drafting and posting posts on the Embassy`s social media channels and will provide logistical or organisational support to (public diplomacy) projects where needed.
D. Framework
The management assistant works in the compact policy team of the Embassy, and very closely with the Head of Mission. The Deputy Head of Mission acts as his/her line manager, under the end responsibility of the Head of Mission.
E. Contacts
** The management assistant works with external parties (including Georgian authorities, parliament, politicians, NGOs, and other diplomatic missions and international organisations) when it comes to setting up meetings, incoming or outgoing visits and events.
** The management assistant works closely with all staff of the mission.
F. Knowledge and Skill Requirements
** Knowledge of management assistance working methods, secretarial work and general secretarial/administrative procedures and regulations
** Knowledge of standard documentation and archiving techniques
** Skilled in receiving and dealing with other staff and third parties
** Skilled in collecting and presenting data clearly, and in generating management information
** Skilled in secretarial/administrative work, and in coordinating information flows and processes (while weighing up consequences, interests, priorities, etc.)
** Skilled in serving as a link between management and third parties (external parties and foreign contacts)
** Some understanding of political and civil-service interests and sensitivities, of primary processes and of administrative, organisational and functional relationships
** Knowledge of ICT systems relevant to the position
** Fluent in Georgian and English. Knowledge of Dutch and Russian is desired, but not essential.
G. Competences
** The staff member is customer-oriented.
** The staff member can plan and organise, in a precise and structured manner.
** The staff member is sensitive to the needs of the organisation.
** The staff member is well-presented.
** The staff member can work well with others.
** The staff member is flexible and proactive.
H. Level of Education / Additional Training and Knowledge
** Cognitive and other work-related abilities: Secondary vocational level
** Level of experience: Considerable relevant experience
I. Work Environment
The Kingdom of the Netherlands is represented in Georgia through its Embassy in Tbilisi. The Embassy focuses on bilateral cooperation with Georgia, promotion of bilateral trade and investment, promotion of human rights and rule of law, public diplomacy, providing consular services to Dutch citizens and handling visa applications of foreign nationals.
The Embassy has 15 staff members, locally employed and expats. Throughout the year Dutch interns work also at the Embassy. The Embassy comprises a management team, a policy team, a consular section and a general affairs team. The Embassy has an open, inclusive and informal work culture. We apply high integrity and work ethic standards.
J. Staff Member Profile
The candidate must be able to work independently and should be able to set his/her priorities right. He/she is a client oriented person, proactive, flexible and focused on results. He/she must work with an eye for detail and quality and will have a pragmatic problem solving attitude. The candidate should be a flexible team player and ready to assist fellow members of the Embassy team in their tasks thereby contributing to the good working atmosphere at the Embassy.
K. Other Information
The employee is expected to assist in other activities that concern the entire mission, such as our national King`s Day reception or other cross-cutting events. The management assistant will also be expected to participate in an -out of office hours- duty officer roster (1 week every 3 months) for which the employee will receive an additional allowance. Occasional domestic or international travel for training purposes may also be required. From time to time, the management assistant will be asked to contribute to and participate in work activities outside of regular office hours (e.g. official receptions, events).
L. Contract Information
** Duration: one (1) year fixed-term contract with a two (2) months` probation period.
** 37 hours working week.
** Salary range between GEL 4.608 - 6.912 depending on proven experience.
** 13th month and health insurance.
** Starting date: 15-6-2026
M. Selection Procedure
** A CV and a cover letter (max. 1 page) explaining your motivation and why you are a suitable candidate.
** Please submit the CV and cover letter to: tbi@minbuza.nl
** Deadline is: Friday 15 of May 2026.
** Only electronic application will be accepted.
** Shortlisted candidates will be contacted for the first interview within 2 weeks of the vacancy closing date.
When composing teams and hiring new talent, we strive for diversity in terms of age, gender (identity), culture, religion, background, sexual orientation, disability, knowledge and competencies, among other things.
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