Arbetsbeskrivning

Vacancy at the South African Embassy

Position: SECRETARY/RECEPTIONIST – TEMPORARY

Period : 1 to 3 months (possibility of extension)

Available: as soon as possible

Main duties:

• Operate the switchboard serving the Embassy ensuring all calls are answered in a timely and professional manner and redirected as appropriate.
• Receive applications for immigration and civic services from applicants and assist with the processing of the documents.
• Provide general information related to South Africa and the Embassy's programmes to the public.
• Deliver communication services to the Embassy employees including mail, messages and monitor central internet mailbox of the Embassy. Backing up the mailroom, i.e. managing courier requirements for delivery and pickup, including signing for couriers, completing the waybills and other necessary documentation, and printing reports for tracking purposes.
• Receive all visitors to the Embassy in a friendly and professional manner, and ensure visitor security requirements are adhered to.
• Maintain a safe and clean reception area by complying with the Embassy procedures, rules and regulations including compliance with the fire evacuation procedures.
• In the absence of the Administrative Clerk, manage boardroom bookings and catering requirements including setting-up, and clean-up for meetings and office events; ensure the restrooms, kitchen, and reception areas are clean, dishes put away on daily basis.
• Provide relief service to the Consular Clerk in his absence, and appropriately process consular tasks.
• Manage all other duties assigned to the post and support the administration team as needed in line with individual competences.

Requirements:

• A minimum of 12 years schooling plus a minimum of 2 years' experience as a receptionist or in an administrative role. Prior experience in an Embassy will be an advantage.
• Demonstrates the Embassy's core values i.e. Integrity, Respect and Collaboration.
• Possess a positive and flexible attitude, good organizational capability; dedication to service quality; and prepared to take on additional duties where appropriate, having the ability to handle stressful situations.
• Demonstrate the ability to function effectively in diverse conditions; have a sense of urgency; takes initiative and shows courtesy/diplomacy at all times, ensuring customer satisfaction.
• Looks to solve problems and find solutions, is self-motivated, resilient, and self-reliant. Can build strong relationships with different kinds of people.
• Computer literacy essential ( Microsoft Office computer programmes: Word, Excel, and Outlook).
• 100% Fluency in Swedish and English.
• Knowledge of Latvian/Lithuanian/Estonian/Finnish will be an advantage.
• Non-Swedish nationals need to have a valid permanent residency permit.
• A valid police report with no criminal record.

Salary Package:

Starts from SEK 254 982 per annum (depending on qualifications and experience) An annual bonus equal to one month's salary as well as holiday pay at 0.43% of the annual salary is also payable.

Please submit your application, both CV and Cover Letter, (in English) no later than close of business on 13 February 2025 to the email : [email protected]

Only Shortlisted applicants will be contacted. To those applicants not shortlisted, we extend our appreciation for considering the South African Embassy as a Potential Employer.

If you have questions regarding this job you are welcome to contact:

Job location:

South African Embassy

Alsnögatan 7

11641 Stockholm

Tel. No. (08) 243 950

Email : [email protected]