Management Assistant (487070)

Job Vacancy Characteristics

LocationThe HagueContract duration2 yearsHours per week38 - 38Monthly salary€3,096.00 - €4,289.00Salary levelCivil Servant Scale IBBAD 07 - Civil Servant Scale IBBAD 07LevelMBO 4FieldAdministrative / SecretarialVacancy number77742Employment Type Temporary employment with prospect of permanent employment Job GroupCivilian

Job Description

As a management assistant, you will coordinate the secretariat of the Director F&C BS and the department heads. You will personally handle schedule planning, appointments, ensure that scheduling conflicts are resolved, and that correspondence is processed correctly through the mail registration system.

You will act as a "buffer" to the internal organization and the external environment. You will provide information of a general substantive and procedural nature and about administrative and organizational processes. Additionally, you can take care of reporting and minute-taking if necessary. You will also perform business support activities and fulfill the role of security officer within DF&C BS. For this, you are willing to undergo training (duration 2 weeks). You will deal with a mix of tasks and act as a "POC" for multiple BS-wide domains, such as prevention, IT, needs assessments, hybrid working, onboarding, DEFDOC, etc. For these as well, you are willing to undergo any additional training. You can set priorities, work independently, and are loyal and service-oriented.

Tasks Secretarial, organizational, and administrative support activities: - (Coordinates) secretarial (administrative) management, taking into account set priorities; - (Coordinates) handling diverse and varied questions, requests, and conversations by nature and content; - Coordinates complex information flows; - Acts as a "buffer" to the internal organization and external environment; - Based on assessing importance and urgency, making connections and weighing consequences of actions, monitoring progress and completion, signaling and reminding; - Providing information of a general substantive and procedural nature and about administrative and organizational processes; - Ensuring reporting, minute-taking, elaboration and drafting of documents, and handling correspondence based on general instructions; - Receiving and assisting visitors; - Creating and maintaining work files; - Compiling (management) overviews; - Performing business support activities; - Fulfilling the role of security officer for the directorate

Job Requirements

Work / thinking level / work experience - MBO work and/or thinking level; - Secretarial training (Schoevers) - Relevant work experience Function-specific training: - Good command of Windows-based MS Office programs, such as Excel, Word, and PowerPoint; - Good command of standard office applications and (automation) systems used for internal operations and project management; - Knowledge of internal administrative and operational rules and procedures; - Knowledge of the structure and working methods (policy and operations) of central and decentralized governments; - Knowledge of and affinity with your own department and basic knowledge of the chain partners / relationships with whom much collaboration occurs; - Knowledge of ongoing files and their associated prioritization, and knowledge of the division of labor (who does what within the file); - Good command of the Dutch language in word and writing.

Competencies / behavioral characteristics: - Customer-oriented - Planning and organizing - Organization-oriented - Collaboration - Integrity - Learning ability - Proactive

Knowledge, Insight, and Skills - Knowledge of management support methods and techniques, secretarial management, and general secretarial-administrative procedures and regulations; - General substantive knowledge of and insight into current (interconnected) policy topics and processes, knowledge of standard documentation and archiving techniques; - Insight into civil service and political interests and sensitivities, into primary processes, into administrative, organizational, and functional relationships; - Skill in acting as a buffer to the internal organization and external environment; - Skill in collecting and visualizing data and compiling management information; - Skill in secretarial (administrative) management, in coordinating complex information flows and processes, and in weighing consequences, interests, priorities, etc.

Employment Conditions

Salary levelCivil Servant Scale IBBAD 07 - Civil Servant Scale IBBAD 07Salary descriptionGross per month based on a 38-hour work weekMonthly salary€3,096.00 - €4,289.00Employment TypeTemporary employment with prospect of permanent employmentContract duration2 yearsMinimum number of hours per week38Maximum number of hours per week38

Other Employment Conditions

The Ministry of Defence 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 assemble part of your employment conditions yourself. For example, you can choose to have part of your monthly income paid out when you wish. You can also convert this budget into leave or spend it on tax-friendly purposes.

We also believe it is important that you can combine working at Defence with your private life. Various leave arrangements (e.g., 75% paid parental leave) and flexible working hours contribute to a good balance. It is also possible to (temporarily) reduce your working hours by a few hours per week and build up additional IKB hours. In addition to a pension scheme with ABP, you will receive a monthly commuting allowance or, under favorable conditions, you can opt for a public transport subscription with unlimited travel throughout the Netherlands. If you only use the public transport subscription for commuting, you do not have to pay a contribution for it.

Particulars

• A security investigation is part of the selection procedure; a Dutch nationality or a combined permit for residence and work (GVVA) is required for this.
• An assessment may be part of the selection procedure.
• Your application documents will be destroyed no later than three months after the completion of the selection procedure.
• The vacancy is published both internally and externally within Defence. Any internal candidates will be considered first in the selection procedure before the selection is extended to external candidates.
• The Ministry of Defence is committed to employing individuals who fall under the target group of the Job Opportunities Act. If you fall into this target group and are registered in the target group register, we also invite you to apply! Together with you, we will explore if and how you can potentially fill this position.
• Defence is an organization where integrity and professionalism are paramount. The way Defence employees should interact with each other is described in the Defence Code of Conduct. The code of conduct forms the basis of what Defence understands by integrity. As an organization, we find it important that new employees are aware of the Defence Code of Conduct. More information about this can be found at: https://www.defensie.nl/onderwerpen/integriteit.
• Inquiries regarding this advertisement are not appreciated.

More about the Job Group

Organization Name

Ministry of Defence

Organization Description

The Ministry of Defence consists of the General Staff (the department), the Royal Netherlands Navy, the Royal Netherlands Army, the Royal Netherlands Air Force, the Royal Netherlands Marechaussee, the Defence Support Command, and the Materiel and IT Command.

We are Defence. Indispensable in a world full of unrest. We protect what is dear to us. We fight for a world where people can live in freedom and safety. Because we are convinced that every human being deserves that. That is our mission and for that, we go on a mission.

Defence has approximately 74,000 employees, making it one of the larger employers in the Netherlands. At the General Staff, located at Plein in The Hague, approximately 4,000 civilians and military personnel work.

Organization URL

www.defensie.nl

Department Name

Ministry of Defence

Department Description

The Directorate of Finance & Control of the General Staff (DF&CBS) supports the Deputy Secretary-General (PSG) in managing the General Staff as a defense component, based on the FEZ responsibility. DF&CBS is an independent advisor to the (P)SG and manages the budget process and the management information process. DF&CBS works on the renewal of steering and accountability information for the General Staff and on the implementation of a business control model. DF&CBS monitors and oversees the efficiency and legality of (intended) expenditures, the achievement of objectives, and the adherence to agreements regarding set priorities. DF&CBS bears financial responsibility for approximately €1.8 billion. This is included in the National Budget Chapter X Defence under non-policy articles 9 and 10 and the defence materiel fund. The budget is composed of, among other things, military pensions and other benefits, subsidies, contributions to knowledge institutions, and the (personnel) exploitation of the General Staff. The Directorate F&CBS consists of positions (~ 35 FTEs) distributed across various departments.

Department URL

www.defensie.nl

Contact Persons

For more information about this vacancy:

[email protected]

For more information about the application procedure:

[email protected]

Location: The Hague Level: MBO 438 hours per week €3,100 ~ €4,300 salary Administrative / Secretarial Management Assistant (487070) This is what you will do

As a management assistant, you will coordinate the secretariat of the Director F&C BS and the department heads. You will personally handle schedule planning, appointments, ensure that scheduling conflicts are resolved, and that correspondence is processed correctly through the mail registration system.

You will act as a "buffer" to the internal organization and the external environment. You will provide information of a general substantive and procedural nature and about administrative and organizational processes. Additionally, you can take care of reporting and minute-taking if necessary. You will also perform business support activities and fulfill the role of security officer within DF&C BS. For this, you are willing to undergo training (duration 2 weeks). You will deal with a mix of tasks and act as a "POC" for multiple BS-wide domains, such as prevention, IT, needs assessments, hybrid working, onboarding, DEFDOC, etc. For these as well, you are willing to undergo any additional training. You can set priorities, work independently, and are loyal and service-oriented.

Tasks Secretarial, organizational, and administrative support activities: - (Coordinates) secretarial (administrative) management, taking into account set priorities; - (Coordinates) handling diverse and varied questions, requests, and conversations by nature and content; - Coordinates complex information flows; - Acts as a "buffer" to the internal organization and external environment; - Based on assessing importance and urgency, making connections and weighing consequences of actions, monitoring progress and completion, signaling and reminding; - Providing information of a general substantive and procedural nature and about administrative and organizational processes; - Ensuring reporting, minute-taking, elaboration and drafting of documents, and handling correspondence based on general instructions; - Receiving and assisting visitors; - Creating and maintaining work files; - Compiling (management) overviews; - Performing business support activities; - Fulfilling the role of security officer for the directorate

This is what you will get Salary levelCivil Servant Scale IBBAD 07 - Civil Servant Scale IBBAD 07Salary descriptionGross per month based on a 38-hour work weekMonthly salary€3,096.00 - €4,289.00Employment TypeTemporary employment with prospect of permanent employmentContract duration2 yearsMinimum number of hours per week38Maximum number of hours per week38 This is what else we offer

The Ministry of Defence 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 assemble part of your employment conditions yourself. For example, you can choose to have part of your monthly income paid out when you wish. You can also convert this budget into leave or spend it on tax-friendly purposes.

We also believe it is important that you can combine working at Defence with your private life. Various leave arrangements (e.g., 75% paid parental leave) and flexible working hours contribute to a good balance. It is also possible to (temporarily) reduce your working hours by a few hours per week and build up additional IKB hours. In addition to a pension scheme with ABP, you will receive a monthly commuting allowance or, under favorable conditions, you can opt for a public transport subscription with unlimited travel throughout the Netherlands. If you only use the public transport subscription for commuting, you do not have to pay a contribution for it.

This is what we ask

Work / thinking level / work experience - MBO work and/or thinking level; - Secretarial training (Schoevers) - Relevant work experience Function-specific training: - Good command of Windows-based MS Office programs, such as Excel, Word, and PowerPoint; - Good command of standard office applications and (automation) systems used for internal operations and project management; - Knowledge of internal administrative and operational rules and procedures; - Knowledge of the structure and working methods (policy and operations) of central and decentralized governments; - Knowledge of and affinity with your own department and basic knowledge of the chain partners / relationships with whom much collaboration occurs; - Knowledge of ongoing files and their associated prioritization, and knowledge of the division of labor (who does what within the file); - Good command of the Dutch language in word and writing.

Competencies / behavioral characteristics: - Customer-oriented - Planning and organizing - Organization-oriented - Collaboration - Integrity - Learning ability - Proactive

Knowledge, Insight, and Skills - Knowledge of management support methods and techniques, secretarial management, and general secretarial-administrative procedures and regulations; - General substantive knowledge of and insight into current (interconnected) policy topics and processes, knowledge of standard documentation and archiving techniques; - Insight into civil service and political interests and sensitivities, into primary processes, into administrative, organizational, and functional relationships; - Skill in acting as a buffer to the internal organization and external environment; - Skill in collecting and visualizing data and compiling management information; - Skill in secretarial (administrative) management, in coordinating complex information flows and processes, and in weighing consequences, interests, priorities, etc.

This is where you will work

The Directorate of Finance & Control of the General Staff (DF&CBS) supports the Deputy Secretary-General (PSG) in managing the General Staff as a defense component, based on the FEZ responsibility. DF&CBS is an independent advisor to the (P)SG and manages the budget process and the management information process. DF&CBS works on the renewal of steering and accountability information for the General Staff and on the implementation of a business control model. DF&CBS monitors and oversees the efficiency and legality of (intended) expenditures, the achievement of objectives, and the adherence to agreements regarding set priorities. DF&CBS bears financial responsibility for approximately €1.8 billion. This is included in the National Budget Chapter X Defence under non-policy articles 9 and 10 and the defence materiel fund. The budget is composed of, among other things, military pensions and other benefits, subsidies, contributions to knowledge institutions, and the (personnel) exploitation of the General Staff. The Directorate F&CBS consists of positions (~ 35 FTEs) distributed across various departments.

The Ministry of Defence consists of the General Staff (the department), the Royal Netherlands Navy, the Royal Netherlands Army, the Royal Netherlands Air Force, the Royal Netherlands Marechaussee, the Defence Support Command, and the Materiel and IT Command.

We are Defence. Indispensable in a world full of unrest. We protect what is dear to us. We fight for a world where people can live in freedom and safety. Because we are convinced that every human being deserves that. That is our mission and for that, we go on a mission.

Defence has approximately 74,000 employees, making it one of the larger employers in the Netherlands. At the General Staff, located at Plein in The Hague, approximately 4,000 civilians and military personnel work.

Particulars

• A security investigation is part of the selection procedure; a Dutch nationality or a combined permit for residence and work (GVVA) is required for this.
• An assessment may be part of the selection procedure.
• Your application documents will be destroyed no later than three months after the completion of the selection procedure.
• The vacancy is published both internally and externally within Defence. Any internal candidates will be considered first in the selection procedure before the selection is extended to external candidates.
• The Ministry of Defence is committed to employing individuals who fall under the target group of the Job Opportunities Act. If you fall into this target group and are registered in the target group register, we also invite you to apply! Together with you, we will explore if and how you can potentially fill this position.
• Defence is an organization where integrity and professionalism are paramount. The way Defence employees should interact with each other is described in the Defence Code of Conduct. The code of conduct forms the basis of what Defence understands by integrity. As an organization, we find it important that new employees are aware of the Defence Code of Conduct. More information about this can be found at: https://www.defensie.nl/onderwerpen/integriteit.
• Inquiries regarding this advertisement are not appreciated.

Feel free to ask a question

For more information about this vacancy:

[email protected]

For more information about the application procedure:

[email protected]