Administrative Assistant

Spektrum supports apex purchasers (NATO, UN, EU, and National Government and Defence) and their Tier 1 supplier ecosystem with a wide range of specialist services. We provide our clients with professional services, specialised aerospace and defence sales, delivery, and operational subject matter expertise. We are looking for personnel to join our team and support key client projects.

Who we are supporting 

The NATO Communication and Information Agency (NCIA) is responsible for providing secure and effective communications and information technology (IT) services to NATO's member countries and its partners. The agency was established in 2012 and is headquartered in Brussels, Belgium.

The NCIA provides a wide range of services, including:

• Cyber Security: The NCIA provides advanced cybersecurity solutions to protect NATO's communication networks and information systems against cyber threats.
• Command and Control Systems: The NCIA develops and maintains the systems used by NATO's military commanders to plan and execute operations.
• Satellite Communications: The NCIA provides satellite communications services to enable secure and reliable communications between NATO forces.
• Electronic Warfare: The NCIA provides electronic warfare services to support NATO's mission to detect, deny, and defeat threats to its communication networks.
• Information Management: The NCIA manages NATO's information technology infrastructure, including its databases, applications, and servers.

Overall, the NCIA plays a critical role in ensuring the security and effectiveness of NATO's communication and information technology capabilities.

The program

Assistance and Advisory Service (AAS)

The NATO Communications and Information Agency (NCI Agency) is NATO’s principal C3 capability deliverer and CIS service provider. It provides, maintains and defends the NATO enterprise-wide information technology infrastructure to enable Allies to consult together under Article IV, and, when required, stand together in the face of attack under Article V.

To provide these critical services, in the modern evolving dynamic environment the NCI Agency needs to build and maintain high performance-engaged workforce. The NCI Agency workforce strategically consists of three major categorise's: NATO International Civilians (NIC)'s, Military (Mil), and Interim Workforce Consultants (IWC)'s. The IWCs are a critical part of the overall NCI Agency workforce and make up approximately 15 percent of the total workforce.

Role ID – C004899

Role Duties and Responsibilities

• Be the point of contact for Agency's Tasker Tracker. Attend the bi-weekly meetings and maintain the internal C2 Centre Action List. Ensure timely coordination of taskers within the C2 Centre;
• Be responsible for recruitment tracking and on-boarding of new staff members. Participate in recruitment update meetings and maintain the recruitment tracking data. Coordinate the provision of personal equipment, office space allocation, etc. Assist with the off-boarding of departing staff;
• Act as the Information and Knowledge Management (IKM) Officer within C2 Centre. Attend monthly IKM meetings, develop and maintain the C2 collaboration portal according to the Agency guidelines, assign reference numbers to the official documents and correspondence. Maintain electronic distribution lists, chat rooms, relevant information about C2 Centre's personnel, etc. Filing of correspondence and documents in accordance with the Agency's procedures and providing assistance in obtaining requested documents from NCI Agency's Central Registry. Picking up and distributing physical mail from the Registry;
• Be the point of contact for Performance Management related matters. Prepare the weekly update status reports for management. Liaise with Chief People Office to communicate any changes. Assist staff members in queries related to Performance Management tools;
• Be the point of contact for E-Leave related matters. Prepare update status report when requested. Liaising with Chief People Office to communicate any changes;
• Act as Alternate Training Authority. Process the Training Requests for C2 Centre staff members according to the NCI Academy guidelines. Be a Point of Contact between the C2 Centre and NCIA Academy and other training providers. Request quotes and process the Purchase Orders in Enterprise Business Application (EBA). Ensure timely communication between Academy and the C2 Centre;
• Assist in organizing meetings, workshops and conferences in accordance with Agency procedures. Be responsible for the administrative organizational aspects including requesting conference facilities/hotel accommodation, processing approvals/memos/invitations, requesting linguistic services, quotes from caterers and support to participants and access of visitors to NCIA premises. Process electronic purchase requests into financial control systems as required;
• Make arrangements for travel/in-Theatre assignments, including associated NATO Travel Authorization, reserving accommodation where appropriate, submitting security clearances/visit requests, and preparing purchase orders for conference/exhibition fees;
• Preparation of correspondence, reports, requisitions, purchase orders and other documents often of a complex technical nature, using word processing, spreadsheet and graphics applications, in accordance with the Agency's official document formatting guidelines;
• Deputize for higher grade staff, if required;
• Perform other duties as may be required.

Essential Skills, Experience and Certifications

• Higher vocational training in a relevant discipline with 1 years post-related experience. Or a secondary educational qualification with 3 years post-related experience.
• Sound knowledge and experience in the use of Microsoft office automation packages (SharePoint Word, Excel, PowerPoint and Access or other database application), in the use of computer- based tools for maintaining established web pages;
• Excellent command of spoken and written English, with a proven ability to communicate effectively orally and in writing;
• Ability to take initiative and a flexible approach allowing the incumbent to respond reliably and competently to changing requirements in a demanding environment;
• Excellent inter-personal skills and the ability to be responsive and sensitive to both external and internal customers and staff.

Desirable Skills, Experience and Certifications

• Experience with SharePoint at administration level;
• Experience with Project Management Tools;
• Prior experience of working in an international environment comprising both military and civilian elements;
• Knowledge of NATO responsibilities and organization, including ACO and ACT.

Working Location

• The Hague, Netherlands

Working Policy

• Onsite

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance