## About
**Announcement Number:** Brussels-2026-009
**Hiring Agency:** Embassy Brussels
**Position Title:** Administrative Assistant (open to all)
**Open Period:** 02/19/2026 – 03/18/2026 Format MM/DD/YYYY
**Vacancy Time Zone:** GMT+1
**Series/Grade:** LE – 0105 7
**Salary:** EUR €4,378 /Per Month
**Work Schedule:** Full-time – 38 hours per week
**Promotion Potential:** LE-NA
**Duty Location(s):** **1** in Brussels, BE
**Telework Eligible:** No
**For More Info:** HR Section 000-000-0000 [email protected]
**Hiring Path:** • Open to the public
**Who May Apply/Clarification From the Agency:** This position is open to:
All Interested Applicants / All Sources For USEFM – FP grade is FP-07. Actual FP salary authorized by Washington D.C.
**Security Clearance Required:** Public Trust – Background Investigation
**Appointment Type:** Permanent
**Appointment Type Details:** Indefinite subject to successful completion of initial one-year contract.
**Marketing Statement:** EQUAL EMPLOYMENT OPPORTUNITY (EEO): The U.S. Mission provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation.
**Summary:** The U.S. Mission in Belgium is seeking eligible and qualified applicants for the position of Administrative Assistant in the Health Unit Office.
**Supervisory Position:** No
**Relocation Expenses Reimbursed:** No
## Duties
The incumbent oversees, directs, and executes all administrative functions and responsibilities for the Medical Unit. The incumbent acts as a liaison and facilitator between the medical unit staff, officers from different sections of the Mission, family members, LE Staff, personnel from other agencies and regional posts, and medical, nursing and ancillary health services within the local community.
### Scheduling and Coordination:
– Serves as the administrative assistant for the post medical unit; oversees scheduling of patient appointments; assists patients with arranging appointments with local consultants as needed; and organizes medical unit staff schedules.
– Arranges appointments for imaging studies, laboratory tests and consultations with local specialists that are needed to complete medical clearance examinations.
– Schedules Health Unit orientation briefings for newcomers; assures that registration information for every individual covered by the Department of State (DOS) ICASS medical program is correct; copies insurance information and confirms access to medical unit services.
– Organizes visits of regional personnel by arranging hotel, transportation, patient appointments and site visits to local medical facilities. Prepares the visitor’s schedule, electronic country clearance (ECC) and visitor access request (VAR).
– Organizes representational functions for the medical staff (e.g., guest lists, invitations and gratuities).
– Acts as liaison between host country medical system and post’s medical staff by arranging meetings and facilitating communication.
### Medical Records and Reporting:
– Organizes, maintains, and secures medical records for direct hire employees and their dependents.
– Maintains LE Staff occupational health records of work-related injuries and illnesses.
– Manages the medical records check-in and check-out process and provides patients with copies of their medical record(s) to carry to their next assignment.
– Submits completed medical clearance examinations to Medical Clearances and Medical Records (MED/MR)
– Forwards statistical reports and other requested data to M/MED/QA as required.
– Assists patients and medical staff with immediate translation of medical reports and medical bills.
– Organizes and maintains records related to TRICARE beneficiaries, ensuring that their information is accurate and accessible.
### Administrative and Office Management:
– Manages Health Unit portion of Mission’s website.
– Assists with revisions of the Post “Health and Medical Information Handbook” and submits these changes to MED to update on the SharePoint page.
– Inventories, receives, and inventories medications and office supplies for the Medical Unit and investigates delays.
– Works with medical staff to create the monthly Medical Duty on-call schedule.
– Prepares time and attendance (T&A) report bi-weekly and collects leave forms.
– Works with facilities personnel that need to enter Health Unit for repairs and/or janitorial staff that need to clean Health Unit regularly as well as intermittently for spills, etc.
– Provides work allocation and on-the-job training to administrative or custodial staff.
### Contract Support:
– Oversees and coordinates contractors and vendors responsible for providing essential services, such as ambulance and medical waste disposal.
– Coordinates the procurement of medications and medical and office supplies and of major medical and office equipment. Research and orders medical supplies from local or U.S. companies, using most cost-effective vendors. Working with Procurement Section, researches and secures appropriate bids for purchase of major medical and office equipment.
### Financial Assistance:
– Collaborates with Financial Management Office (FMO) on handling of financial information related to local hospitalizations and medical evacuations and coordinates with other agencies for funding.
– Estimates costs for employees and dependents for additional tests for medical clearance physical examinations; requests funding.
– Interfaces with local hospitals and military installations to facilitate billing and payment. Reviews bills for accuracy; makes inquiries to hospitals to define charges when necessary; and forwards bills to FMO for payment.
– Oversees all administrative and office-related expenses, including postage and shipping services and the purchase of office supplies.
– Explains and assists beneficiaries and providers in understanding the TRICARE Overseas claims process, to include such things as information on resolving unpaid medical bills, pre-authorization requirements, and third-party liability.
## Qualifications and Evaluations
### Requirements:
All selected candidates must be able to obtain and hold a Sensitive But Unclassified (SBU) certification.
All selected candidates will be subject to a background investigation and may be subject to a pre-employment medical exam.
Selected candidate must be able to begin working within a reasonable period of time (15 weeks) upon receipt of agency authorization and/or clearances/certifications or their candidacy may end.
### Education Requirements:
Two years of general college or university studies is required.
*Please address this factor in your ERA application under Education.*
### Evaluations:
You will be evaluated against the qualifications and requirements in this vacancy announcement.
You may be asked to complete a pre-employment language or skills test.
You must complete the application form and provide the required documents. Your application must address all the position qualifications and requirements including education, experience, language, and any knowledge/skills/abilities listed. If you fail to submit a complete application, then your application may be disqualified for this position.
### Qualifications:
**Experience:**
Minimum two (2) years of experience as an Office Manager or Administrative Assistant is required.
*Please address this factor in your ERA application under Major Duties and Responsibilities.*
**Language:**
Good working knowledge in English.
Good working knowledge in Dutch.
Good working knowledge in French.
(This may be tested.)
*Please address this language requirement in your ERA application.*
**Job Knowledge:** Detailed knowledge of the host country local medical care system as well as of the host country general office supply vendors and service providers. Knowledge of office management systems and procedures; knowledge of customer service principles and practices. Knowledge of basic accounting principles.
*Please address this factor in your ERA application under Major Duties and Responsibilities.*
**Skills And Abilities:** Must be proficient in Microsoft (MS) Outlook to organize tasks, calendars, and contact databases; MS Office (Word, Excel, Access, PowerPoint) to organize and present information, and Internet Explorer. Requires ability to be resourceful and proactive in dealing with sensitive and confidential issues. Must have the ability to organize, multi-task, prioritize and work under pressure. Must possess strong customer service, verbal communication and listening skills.
(This may be tested.)
*Please address this factor in your ERA application under Major Duties and Responsibilities.*
