Head of Reception and Management Support

Vacancy Characteristics

Job Description

As Head of Reception & Management Support, you will lead a small, driven team of four employees within the Reception & Management Support department (Logistics Group O-D). You are the connecting factor between management, the reception, and various internal and external stakeholders. You ensure that administration, information provision, and daily reception activities run smoothly and that the team functions optimally.

What will you do?

Leadership & Coordination

• Managing and coaching the team (reception, administrative support).
• Responsible for planning, task allocation, and progress monitoring.

Management Support

• Providing secretarial and administrative support to management.
• Drafting, distributing, and monitoring minutes, action lists, and reports.
• Generating management overviews and up-to-date content on the SharePoint portal.
• Ensuring timely procurement of office and production resources.

Reception & Facility Tasks

• Managing the front office: receiving visitors, access control, and a representative welcome.
• Organizing meeting rooms and performing representative tasks at events.

Quality & Safety

• Ensuring that staff training (functional + safety) is up-to-date and implemented, and remains so.
• Monitoring document and archiving techniques in accordance with Defense standards.

Collaboration

• Liaising with CZSK officials, building management, and supervision, and coordinating with DBBO, the Central Control Room, SBIB, and other partners.

Job Requirements

Qualifications

• MBO 3/4, preferably in administration or logistics.
• Experience with Defense information systems, SAP knowledge (desired), and the Microsoft Office suite.
• Some relevant work experience within the Logistics Group or a similar environment.

Knowledge & Insight

• Good knowledge of general administrative procedures, documentation, and archiving techniques.
• Insight into the organization of Defense and the CZSK structure, including applicable regulations.

Skills

• Secretarial and administrative skills.
• Proficient in generating management information.
• Customer focus, excellent planning, and organizational skills.
• Accurate, responsible, and strong communication skills.

Competencies

• Communicative (both written and oral).
• Customer-oriented and service-oriented.
• Accurate and results-oriented.
• Responsible leadership.

Employment Conditions

Other Employment Conditions

The Royal Netherlands Navy strongly values personal growth and career development and offers numerous opportunities for this. In addition to your salary, you will receive an Individual Choice Budget (IKB). The IKB consists of money (16.33% of your gross annual salary) and time. With the IKB, you make choices that suit you and can customize part of your employment conditions yourself. For example, you can choose to have a portion of your monthly income paid out when you wish. You can also convert this budget into additional vacation hours or spend it on tax-friendly goals, such as an (electric) bicycle or laptop. It is also possible to (temporarily) reduce your working hours by a few hours per week.

We also believe it is important that you can combine working at Defense with your private life. Various leave arrangements (e.g., 75% paid parental leave) and attention to physical and mental health contribute to a good balance. For example, you can use our extensive sports facilities for free. In addition to a pension scheme with ABP, you will receive a commuting allowance monthly or can opt for an unlimited travel public transport subscription throughout the Netherlands under favorable conditions.

Special Instructions

Job interviews will take place in the period from DATE to DATE.

More About the Job Group

Organization Name

Ministry of Defence

Organization Description

Defense is committed to the interests, welfare, and freedom of the Netherlands. We are active daily both domestically and abroad. Our global deployment strengthens international cooperation and ensures that people can develop freely. Now and in the future.

Approximately 79,000 people work directly and indirectly for the Ministry of Defence to ensure peace and security. The ministry consists of the Materiel & IT Command (COMMIT), the Directorate-General for Defence Policy and Management (Bestuursstaf), the Royal Netherlands Navy, the Royal Netherlands Army, the Royal Netherlands Air Force, the Royal Netherlands Marechaussee, and the Defence Support Command (DOSCO).

Defense is one of the largest employers in the Netherlands and shares similarities with a large company. The operational commands (naval, land, and air forces), the Marechaussee, DOSCO, and COMMIT function like operating companies.

Organization URL

www.defensie.nl

Department Name

Ministry of Defence

Department Description

The Royal Netherlands Navy is committed to peace and security on and from the sea. In the Netherlands and abroad. Units of the fleet and marines, together with NATO allies, provide deterrence. And if necessary, they fight to win. The navy also assists in disaster and crisis management operations.

The Directorate of Material Maintenance (DMI) is responsible for the material readiness of the Royal Netherlands Navy. We support the units at the barracks, in the harbor, and wherever they are in the world. The Reception & Management Support department, part of the Logistics Group O&D, consists of four dedicated colleagues who provide support to management and handle reception tasks.

Department URL

www.defensie.nl

Contact Persons

For more information about this vacancy:

Assistant HR Advice
[email protected]

For more information about the application procedure:

Assistant HR Advice
[email protected]

As Head of Reception & Management Support, you will lead a small, driven team of four employees within the Reception & Management Support department (Logistics Group O-D). You are the connecting factor between management, the reception, and various internal and external stakeholders. You ensure that administration, information provision, and daily reception activities run smoothly and that the team functions optimally.

What will you do?

Leadership & Coordination

• Managing and coaching the team (reception, administrative support).
• Responsible for planning, task allocation, and progress monitoring.

Management Support

• Providing secretarial and administrative support to management.
• Drafting, distributing, and monitoring minutes, action lists, and reports.
• Generating management overviews and up-to-date content on the SharePoint portal.
• Ensuring timely procurement of office and production resources.

Reception & Facility Tasks

• Managing the front office: receiving visitors, access control, and a representative welcome.
• Organizing meeting rooms and performing representative tasks at events.

Quality & Safety

• Ensuring that staff training (functional + safety) is up-to-date and implemented, and remains so.
• Monitoring document and archiving techniques in accordance with Defense standards.

Collaboration

• Liaising with CZSK officials, building management, and supervision, and coordinating with DBBO, the Central Control Room, SBIB, and other partners.

The Royal Netherlands Navy strongly values personal growth and career development and offers numerous opportunities for this. In addition to your salary, you will receive an Individual Choice Budget (IKB). The IKB consists of money (16.33% of your gross annual salary) and time. With the IKB, you make choices that suit you and can customize part of your employment conditions yourself. For example, you can choose to have a portion of your monthly income paid out when you wish. You can also convert this budget into additional vacation hours or spend it on tax-friendly goals, such as an (electric) bicycle or laptop. It is also possible to (temporarily) reduce your working hours by a few hours per week.

We also believe it is important that you can combine working at Defense with your private life. Various leave arrangements (e.g., 75% paid parental leave) and attention to physical and mental health contribute to a good balance. For example, you can use our extensive sports facilities for free. In addition to a pension scheme with ABP, you will receive a commuting allowance monthly or can opt for an unlimited travel public transport subscription throughout the Netherlands under favorable conditions.

Qualifications

• MBO 3/4, preferably in administration or logistics.
• Experience with Defense information systems, SAP knowledge (desired), and the Microsoft Office suite.
• Some relevant work experience within the Logistics Group or a similar environment.

Knowledge & Insight

• Good knowledge of general administrative procedures, documentation, and archiving techniques.
• Insight into the organization of Defense and the CZSK structure, including applicable regulations.

Skills

• Secretarial and administrative skills.
• Proficient in generating management information.
• Customer focus, excellent planning, and organizational skills.
• Accurate, responsible, and strong communication skills.

Competencies

• Communicative (both written and oral).
• Customer-oriented and service-oriented.
• Accurate and results-oriented.
• Responsible leadership.

The Royal Netherlands Navy is committed to peace and security on and from the sea. In the Netherlands and abroad. Units of the fleet and marines, together with NATO allies, provide deterrence. And if necessary, they fight to win. The navy also assists in disaster and crisis management operations.

The Directorate of Material Maintenance (DMI) is responsible for the material readiness of the Royal Netherlands Navy. We support the units at the barracks, in the harbor, and wherever they are in the world. The Reception & Management Support department, part of the Logistics Group O&D, consists of four dedicated colleagues who provide support to management and handle reception tasks.

Defense is committed to the interests, welfare, and freedom of the Netherlands. We are active daily both domestically and abroad. Our global deployment strengthens international cooperation and ensures that people can develop freely. Now and in the future.

Approximately 79,000 people work directly and indirectly for the Ministry of Defence to ensure peace and security. The ministry consists of the Materiel & IT Command (COMMIT), the Directorate-General for Defence Policy and Management (Bestuursstaf), the Royal Netherlands Navy, the Royal Netherlands Army, the Royal Netherlands Air Force, the Royal Netherlands Marechaussee, and the Defence Support Command (DOSCO).

Defense is one of the largest employers in the Netherlands and shares similarities with a large company. The operational commands (naval, land, and air forces), the Marechaussee, DOSCO, and COMMIT function like operating companies.

Job interviews will take place in the period from DATE to DATE.

For more information about this vacancy:

Assistant HR Advice
[email protected]

For more information about the application procedure:

Assistant HR Advice
[email protected]