How to build an embassy from the ground up?

Minister Prévot decided to open new embassies in five countries. But how does one build an embassy from the ground up? Ambassador Evert Marechal already did the exercise 2 years ago in Moldova. He relates what the experience was like. “The operation is highly demanding, but also very gratifying.”

The adventures of Tintin in Syldavia

“You’re on your own, kid”, must have been my first thought when I stepped off the plane in Chisinau on 16 October 2023. I was assigned to open the first Belgian embassy in Moldova.

I hardly knew the country of Moldova. I had never been there, and my only reference point were Russian history books. For some reason, the country – wedged between Ukraine and Romania, and not far from the Balkans – reminded me of The adventures of Tintin in Syldavia.

Maybe that is also one of the reasons why I found the experience to be immensely exciting. Moving to a foreign country is always an adventure but getting to open a new post in a tense geopolitical context sends even more adrenaline coursing through your veins.

Hybrid influence operations

After the Russian invasion of Ukraine, governments in European capitals started to become aware that young, former Russian Soviet republics – such as Moldova, Armenia, and Georgia – should not be left to fend for themselves. Because through hybrid influence operations, Russia tirelessly kept undermining their pro-European orientation.

On 12 May 2023, the Belgian government decided to open an embassy in Moldova – as well as in Armenia, Sarajevo, and Kosovo. We were not the only ones doing this. The Netherlands, Denmark, Greece, Ireland, Spain, Norway, Estonia, and Israel also opened an embassy there during that period. In total, the EU now has 20 embassies in the region.

Approval

After a call for candidates, the Board of Directors entrusted me with this assignment. Our Protocol Directorate soon announced the good news: on 25 July, the Moldovan government had decided to grant me the ‘agrément’ (permission) as an Ambassador Extraordinary and Plenipotentiary of Belgium.

In early July 2023, I – along with colleagues of the Directorate for Buildings and Security – started looking for a suitable embassy building (chancellery) and residence. Our honorary consul helped us accomplish this.

Chessboard-structured city centre

It was the first time I had ever visited the Moldovan capital. What struck me the most was its architectural mix. Post-war Soviet structures – drawing increasing foreign attention under the umbrella of ‘brutalism’ – are alternated with pre-war buildings. Together, they symbolise the cultural blend of Slavic, Romanian, and Soviet influences. The avenues and parks adorned with beautiful trees also caught my attention. They shaped the city centre like a chessboard.

Finally, I had the good fortune that Russian – a language I had picked up during my first experience as a diplomat in Moscow – was still spoken fairly generally in official and business environments, without it being associated with ideological or geopolitical preferences. That proved to be very useful during the numerous administrative steps I had to take where using English was not an option.

Symbolic opening

We found a suitable chancellery in a modern and centrally situated appartement building, that also housed the embassies of Japan, the Czech Republic, and the Netherlands. However, the space had to be entirely renovated and refurbished. But that did not stop our former minister Hadja Lahbib from already symbolically opening the Belgian embassy on 6 September 2023 – along with her former Moldovan colleague Nicu Popescu.

Then it was time to roll up our sleeves. My first assignment was to introduce myself to Moldovan authorities. On 24 November, I presented my credentials to President Maia Sandu. In anticipation of that day, I already presented a copy of my credentials to the Chief of Protocol of the Moldovan Ministry of Foreign Affairs.

That allowed me as a Belgian ambassador to immediately take important administrative actions. Such as applying for a tax status, opening bank accounts for the embassy and for myself, or purchasing items for the future chancellery. Furthermore, I was also able to start building a diplomatic network.

‘Ambassade de Belgique’ stamp

I spent the first 7 months teleworking from my residence, a modern-looking apartment, whose style fits in with West-European aesthetic standards. My primary working tools were my desk, my laptop, my printer, and some paper.

However, I also had another trinket of great importance at my disposal: a stamp with ‘Ambassade de Belgique’ printed on it! Without this marvellous tool, I would have never been able to send the verbal notes – a key communication instrument for an embassy – and sign contracts.

In May 2024, I moved into a renovated chancellery. It looks pleasant as it benefits from abundant exposure to the sun and some new functional furniture was added. It is fairly spacious and excellently located.

2 objectives

Throughout the entire start-up phase, your focus is directed toward achieving 2 objectives: getting the chancellery up and running and the actual diplomatic work. The former entails, among other things, renovating and furnishing the chancellery and purchasing an official car, all of which must be effected by way of a public tender offer. To employ (as well as coach) local staff, you must also comply with a tight set of rules. That was a necessary but time-consuming endeavour for the simple reason that we were bound by a regulatory framework.

On the other hand, you immediately start to engage in diplomatic work. This entails:

• developing a network;
• reporting on important political developments, the accession process to the EU, and hybrid threats;
• proposing ways in which Belgium can enhance the country’s resilience;
• taking steps with the Moldovan government;
• organising visits (Prime Minister De Croo in April 2024, the Benelux ministers for Foreign Affairs in August 2025…);
• hosting public diplomacy events.

You are required to combine all these tasks with the physical construction of the embassy. After all, diplomatic work cannot be postponed. For instance, Belgian senior officials promptly paid a visit. Furthermore, under the Belgian presidency, the Council of the EU would decide on when to launch accession negotiations for Moldova and the presidential elections in the autumn 2024 would provide a definitive answer on whether the country would maintain or abandon its pro-European orientation.

But afterwards, political tensions also remained high and combining the many management activities with diplomatic work still proved to be a daunting challenge from time to time.

Synergies

However, for this whole endeavour to succeed, I see two important guidelines. First of all, you must seek out synergies. In my case, I was able to turn to:

• the honorary consul (for practical local questions, including asking for help with organising events);
• the EU delegation (with a highly comprehensive network and Team Europe projects anyone could join);
• the Dutch embassy (to set up Benelux events);
• other small embassies (for collaborative projects);
• the Chamber(s) of Commerce (to develop the economic network);
• any possible organisation that wishes to collaborate with the embassy to set up a useful event in the purview of our mission.

Local employees

And secondly: finding (a) local employee(s) that you have a good connection with. After all, that kind of workplace cohesion allows you to move mountains. For instance, my employee Pierre and I not only managed to get the embassy up and running ourselves, but also to organise events:

• the theatrical performance This is Europe by Hendrik Vos;
• Belgian stands at the Europe Day in Chisinau and other locations;
• a Benelux Business Forum;
• original Royal Holiday receptions;
• receptions in the context of the Presidency of the Council of the EU;
• musical performances by Belgian bands...

1 + 1 equals more than 2

However, I was relieved when a lively diplomatic employee, Maria-Alexandra, joined our team in September 2025. After all, that makes a big difference. Not only because you can divide the work between the two of you, but also because you can work with increased focus and you can use each other as a sounding board, sparring partner, and backup. The productivity gains equal more than 1 + 1. After her arrival, we were able to report more extensively, host more events, improve our networking and external communication capabilities, and so on.

Finally, it goes without saying that opening an embassy is a highly demanding operation. But it is also immensely gratifying. The host country is pleased to welcome you, doors open easily to you, and local people you come in touch with and the media show great interest in you. You are just immersed in a stimulating positive atmosphere, which happens more frequently when you are building something.

And once that embassy is fully and properly operational, you experience an increased sense of having contributed to something special. In collaboration with others obviously, because it remains the perfect example of a collaborative effort, in which support from the Central Administration departments is vital.