Resources Coordination Assistant

The U.S. Embassy in Brussels is looking for a Resources Coordination Assistant to join the Public Affairs section.

Incumbent works under the direct supervision of the Public Affairs Officer. Serves as the leading Public Diplomacy employee responsible for the budget, financial, program, human and property resources that support Public Diplomacy projects and programs in Belgium. Oversees Mission's use of multiple and diverse PD funding streams and ensures their compliance with all relevant USG regulations and Belgian laws. Oversees Mission's PD grants, contracts, and acquisition and use of PD Section materials and equipment. Serves as primary liaison for the PD Section with Management Section; coordinates use of PD resources with the Embassy Financial Management Office.

Serves as primary advisor to the Public Affairs Officer and PD staff on all financial and resources management issues, as well as primary liaison with the Embassy's Financial Management Office in the management of public diplomacy financial resources to include an extensive initial and mid-year budget review, as well as monthly analyses of status-of-funds reports.

Incumbent will be the primary advisor to the Public Affairs Officer regarding public diplomacy grant policies, including selection of appropriate instrument, competition and assistance terms and conditions, monitoring and reporting. Serves as Post's primary contact with the Bureau of Resource Management's Office of Grants Financial Management at the Department of State.

Provides administrative and logistical support for Public Diplomacy activities and serves as the Section's primary liaison with the Embassy Management Section to ensure adequate support for public diplomacy activities. Develops budget for individual PD programs and activities in collaboration with the PAO and PD staff. Tracks expected and actual expenditures, including those associated with staff work hours. Coordinates logistics and resources requests for program/activity implementation. Allocates property to individual public engagement activities, acquires new property/materials, and manages venue costs and transportation for off-site locations.

Oversees PD Section coordination with Management and Regional Security staffs, to coordinate their support for PD programs/activities. Works closely with the Management Section to coordinate PD Section's use of resources and PD-specific resource tracking. Coordinates specific requests for services from different sections, including purchase and work orders, inventories, space and equipment rental, hotel, accommodations, interpretation, transportation, tech support, etc. Monitors maintenance contracts for all public diplomacy equipment.

Assists in tracking and arranging PD staff training and travel and coordinating PD staff work schedules to comply with Mission procedures and supervisors' requirements. Prepares workload statistics as required for PD budget submissions and personnel reports, coordinates preparation of PD staffing pattern. Drafts correspondence in draft and final form, in Dutch, French and English, including letters, cables, memoranda, reports and other documents, in accordance with established procedures and instructions. Receives and sorts incoming correspondence and front office taskers ensuring proper distribution both within and outside the section. Designs, organizes, and maintains a comprehensive digital and hard copy filing system, as needed.

EDUCATION:
University degree in business administration, financial management, organizational management, accounting, public administration or related required.

EXPERIENCE:
For grade LE 7 this position requires a minimum of two years of progressively responsible experience in a major organization in budget, accounting, business administration, financial management, organizational management, public administration, project management or grants management work.

For grade LE 8 this position requires a minimum of three years of progressively responsible experience in a major organization in budget, accounting, business administration, financial management, organizational management, public administration, project management or grants management work.


LANGUAGE: Fluency in English, French and Dutch. This may be tested. 

Interested candidates are invited to create their Electronic Recruitment Application profile via the Embassy website and submit their application before July 29, 2024. A complete application means that you outline in your ERA profile how you meet the minimum requirements and attach all required documents (a residence permit, driver's license & a diploma, preferably officially recognized by Belgian/U.S. authorities). For further details on the process of diploma recognition via cfwb/naric, and other useful tips, please carefully read the notice to applicants on our website: Toon websitehttps://be.usembassy.gov/jobs/#jobs.