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Administrative Assistant


Position: Administrative assistant

Type of employment: Full time

Starting date: 1.3.2020 or soon thereafter

Location: Embassy of Denmark in Helsinki, Mannerheimintie 8, 00100 Helsinki

Deadline for application: 30.1.2020

The Embassy of Denmark in Helsinki has an opening for a full time experienced Administrative assistant.

Main tasks and responsibilities

As an Administrative assistant, you will work in the administrative team consisting of three persons at the Embassy. Your work will include both consular and financial tasks, as well as managing the reception and assisting the Ambassador and the rest of the Embassy team. Your responsibilities will be matched with your experience, and will change as your expertise grows. Tasks include but are not limited to:

·         Processing passport, residence permit and visa applications

·         Responsible for reception, answering queries by phone and email

·         Ambassadors assistant, calendar maintenance, activities and event coordination           at the Danish residence

·         Financial tasks including vendor invoices, expense settlements, budget                             management

·         Assisting in HR and facilities administration

Required qualifications

·         Minimum 2-3 years professional experience within f.ex. finance, HR or other                         demanding administrative tasks

·         Fluent in Finnish and English, knowledge of a Scandinavian language an advantage

·         Experience in working with MS Office, especially Excel, and various IT-systems in                 general

Desired qualifications

·         Excellent customer service skills and good cultural understanding.

·         Ability to work independently in a team

·         Able to prioritize in an environment where the agenda can easily change

·         Flexible, solution-oriented, reliable and consistent mindset

Employment conditions

·         We offer a full time permanent employment on a local contract based on relevant               legally binding labour market rules of Finland.

·         Standard working hours of 37½ hours per week including lunch break.

Application and recruitment process

To apply for the position, please send your application (cover letter, CV, proof of relevant education, recommendations, references and salary indication) in English to the embassy at helambjobs@um.dk marked “Administrative Assistant”. You will have to pass a security clearance before employment.

The Embassy attaches great importance to equal opportunities for all and therefore welcomes applications from all qualified persons regardless of race, sex, religion, age or disability.

Selected candidates will be invited for interviews in the beginning of February 2020.

Questions

For any questions regarding the position, please contact vice-consul Pia Kallinen at piakal@um.dk .

About us

The Danish Embassy is part of the Danish Foreign Service. The Embassy is an ambitious, high-paced and dynamic workplace with approximately 12 employees, two of whom are posted from the Danish Ministry of Foreign Affairs. The Embassy has a flat management structure.

For more information about the Embassy, visit http://finland.um.dk

Download the job postings in PDF

The Embassy is obliged to follow EU-rules of handling personal information (GDPR) when

we receive and process job applications. Our processing of personal information will rely on

your consent (art. 6, no. 1 litra a). Please read the privacy policy of the Danish Ministry of

Foreign Affairs before applying (http://um.dk/en/about-us/organisation/contactinformation/

the-ministry-of-foreign-affairs-of-denmark-personal-data-policy). By sending your

application, you actively consent to our processing of your personal information. In the abovementioned

policy you can read more about your rights (among others your right to withdraw

your consent), how we process your data and how to complain about our processing of your

personal data.