523
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Requirements for candidates
- Minimum of 5 years of relevant professional experience in operational management, administration, facilities management or a comparable role.
- Excellent written and spoken English and Estonian.
- Strong organisational, planning and multitasking skills, with the ability to prioritise and meet deadlines.
- Ability to work independently, take initiative and solve problems effectively.
- Strong sense of responsibility, ownership, integrity, discretion and attention to detail.
- Experience in financial, administrative and operational processes, internal controls and digital record-keeping.
- Ability to monitor ongoing processes, meet deadlines and identify opportunities for improvement.
- Strong communication and interpersonal skills, with a supportive and team-oriented approach.
- Flexibility and willingness to work outside regular office hours when necessary.
- Experience in an international or diplomatic environment is an advantage.
- Knowledge of Dutch and a Category B driving licence are advantages.
Job description
As Operational Manager, you will play a central role in ensuring the smooth, efficient and professional functioning of the Embassy of the Kingdom of the Netherlands in Tallinn.
This is a varied, hands-on position with a high degree of independence and responsibility. You will manage and coordinate financial, administrative, facilities-related and consular activities, working closely with Embassy management, colleagues, the Netherlands Ministry of Foreign Affairs and external partners.
Your main responsibilities include:
Financial and administrative management
- Managing invoices, payments, budgeting, financial reporting and cash administration.
- Coordinating payroll-related processes and personnel administration for locally employed staff.
- Monitoring expenditure, financial commitments, internal controls and compliance with applicable procedures.
- Preparing and following up on monthly VAT refund claims for the Embassy and the Ambassador.
- Ensuring accurate, structured and accessible digital filing and archiving of financial, administrative and operational records.
Facilities and operational management
- Coordinating the daily management and maintenance of the Embassy's offices and the Ambassador's official residence.
- Managing maintenance contracts, procurement, suppliers and external service providers.
- Coordinating repairs and specialist technical services, including building systems, IT and security-related matters.
- Monitoring operational risks, maintenance activities and outstanding actions to ensure timely completion.
Consular affairs
- Coordinating the Embassy's day-to-day consular activities in cooperation with colleagues in Helsinki and the Netherlands.
- Handling consular applications, enquiries and documentation in accordance with applicable procedures and authorisations.
- Assisting Dutch citizens with emergency travel documents, including laissez-passers.
- Supporting consular emergency assistance and ensuring accurate records and timely follow-up.
- Participating in a rotating Duty Officer roster, sharing responsibility with designated colleagues for telephone availability outside regular office hours when on duty.
Coordination and continuous improvement
- Advising Embassy management on financial, administrative, operational and consular matters.
- Coordinating and, where applicable, supervising colleagues within the assigned area of responsibility.
- Maintaining effective working relationships with authorities, suppliers and service providers.
- Monitoring processes, identifying issues and ensuring that necessary actions are completed.
- Proactively proposing practical improvements to working methods, efficiency and service quality, within applicable procedures and authorisations.
You will be expected to combine accurate day-to-day execution with initiative, independent judgement and practical problem-solving. The responsibilities are diverse, and priorities may change depending on the Embassy's operational needs.
What we offer
We offer a varied and responsible position in a professional, international and collaborative working environment.
What you can expect:
- A full-time position of 38 hours per week.
- A gross monthly salary between EUR 2,175 and EUR 3,262 (salary scale 7), depending on relevant professional experience and qualifications.
- A central role in the daily functioning of a diplomatic mission, with a high degree of independence and responsibility.
- The opportunity to work closely with Embassy management and colleagues in Estonia and the Netherlands.
- A small, supportive and dedicated team where cooperation, mutual respect and open communication are valued.
- Opportunities to contribute ideas, improve working methods and make a meaningful difference to the Embassy's operations.
- A diverse working environment with responsibilities covering administration, finance, facilities and consular services.
The position occasionally requires flexibility outside regular working hours, for example during official events, high-level visits or urgent operational or consular situations. Participation in the rotating Duty Officer roster is also part of the role.
The Embassy aims to keep additional working hours exceptional, supports a healthy work-life balance and applies the relevant rules on working hours, standby duties and overtime compensation.
Application deadline
Applications, including a CV and motivation letter in English, must be received by 9:00 on Monday, 23 November 2026.
Preferred starting date: 4 January 2027, or as soon as possible thereafter.
€
2175 - 3262
Asukoht
- Tallinn, Harjumaa, Eesti
Maakri 30, 10145
Tööaeg
- Täistööaeg
Keeled
- Inglise
- Eesti
Kontaktisik
Björn Duys
Björn Duys
The Embassy of the Kingdom of the Netherlands in Tallinn operates in a dynamic international environment, focusing on economic diplomacy, bilateral relations, EU cooperation and security cooperation. It works according to the One Team principle, promoting professionalism, cooperation, inclusiveness and efficient working methods. The Operational Manager works closely with Embassy management, BZ departments and service organisations, Estonian authorities, other diplomatic missions and external suppliers. The position requires independent judgement, flexibility and practical, solution-oriented coordination across financial, consular and operational responsibilities.
The Embassy team consists of eight employees: two diplomats and six locally employed staff members. The Operational Manager is part of this small team, works closely with all colleagues and coordinates or supervises staff within the assigned area of responsibility, where applicable.
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