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Administrative Assistant

  • NCI Agency BE, Braine l'Alleud
Braine-l'Alleud, Belgium
Full-time
Published:
Application Deadline: May 26, 2024
  • NCI Agency BE, Braine l'Alleud
Braine-l'Alleud, Belgium
Full-time
Published:
Application Deadline: May 26, 2024

This is a position within the NATO Communications and Information Agency (NCI Agency), an organization of the North Atlantic Treaty Organization (NATO).

To strengthen the Alliance through connecting its forces, the NCI Agency delivers secure, coherent, cost effective and interoperable communications and information systems in support of consultation, command & control and enabling intelligence, surveillance and reconnaissance capabilities, for NATO, where and when required. It includes IT support to the Alliances’ business processes (to include provision of IT shared services) to the NATO HQ, the Command Structure and NATO Agencies.

NATO Digital Workplace Centre (NDWC) is accountable to the General Manager for the consolidated Agency consultation and collaboration services that comprise the current Digital Workplace, covering the operational NATO services, across all content classifications and security domains, for desktop computing, mail, instant messaging, video teleconference (VTC), content services platforms, telephony, printing and mobility services. Responsibilities also cover the organisation and support of all digital events, meetings and large-scale conferences for both the Agency and NATO stakeholders. Furthermore, the NDWC also has the responsibility for driving the future roadmaps of these services across the NATO Enterprise to enable a NATO Digital Workplace through new services.

The NDWC is led from its headquarter location in the Agency campus in The Hague (Netherlands). The majority of the technical staff and technical capabilities are located in Agency facilities in Mons and Braine L’Alleud (Belgium) and Oeiras (Portugal).

The Chief of the NDW Centre is supported by the Office of the Chief that provides NDWC-wide administrative support and staff management activities.

WHO WE ARE:

For more than 70 years, NATO’s mission has been to preserve peace and security in the Alliance for nearly one billion citizens. The NATO Communications and Information Agency (NCI Agency) and its predecessors have worked tirelessly in providing the means that enable the connectedness and togetherness that keep our Alliance strong. We are the NCI Agency, a team of 3000 civilian and military staff in 29 locations throughout Europe, North America and Asia.

Our technology and cyber experts allow NATO to conduct critical operations, protect NATO’s airspace, make data-driven decisions, defend against cyber-attacks, secure NATO networks and maintain superiority in space. This is all possible because of our greatest force, our people. In order to keep this edge we aim to hire, train and retain the very best staff.

Our staff members represent both the diversity and unity of our Alliance. When you join the NCI Agency, you will be part of an organization where you can contribute authentically to the mission and purpose of NATO and help us keep our technological edge.

ABOUT THE JOB:

Based in Braine L’Alleud, Belgium you will join the Agency as we embark on a journey to transform our IT services to support NATO’s Digital Endeavour. You will join the NATO Digital Workplace Centre (NDWC), which is responsible for the Digital Workplace, covering operational NATO services, across all content classifications and security domains, for desktop computing, mail, instant messaging, video teleconference (VTC), content services platforms, telephony, printing and mobility services. NDWC responsibilities also cover the support of digital events, meetings and large-scale conferences for both the Agency and NATO stakeholders. NDWC also has the responsibility for driving the future roadmaps of these services across the NATO Enterprise to enable a NATO Digital Workplace through new services.

We are looking for a driven and enthusiastic Administrative Assistant who will take on the following roles and responsibilities:

  • Directly support the successful and professional execution of administrative support activities to the Chief of NDWC and assigned staff such as drafting documents, filing of correspondence and documents, assist staff in following the Agency’s procedures and guidelines and using software tools, forms and templates;

  • Act as local Point of Contact (POC) regarding newcomers on-boarding processes;

  • Act as Learning Officer;

  • Act as a Deputy Internal IT (IIT) Coordinator;

  • Provide administrative support to event participants and customers.


DUTIES:

Within the Office of the NATO Digital Workplace Centre Chief and under the direction of the Senior Administrative Assistant, the incumbent will directly support the successful and professional execution of administrative and occasional event support activities to the Chief of NDWC and assigned staff:

Administrative Support

  • Drafting of straightforward memoranda, notes and letters;

  • Filing of correspondence and documents in accordance with the Agency’s procedures and providing assistance in obtaining requested documents;

  • Assist staff in following the Agency’s procedures and guidelines and give appropriate advice;

  • Assist staff in using internal Agency administrative software tools, forms and templates;

  • Prepare and circulate documents for necessary review and signatures, ensuring final copies are forwarded for further processing, and appropriate distribution lists are maintained;

  • Creation of requisitions and purchase requests;

  • Support to NDWC Information Knowledge Management (IKM) officer, customize new portals, databases, lists and libraries in SharePoint, provide staff members with IKM guidelines and good practice;

  • Act as local Point of Contact (POC) regarding newcomers onboarding processes.


Act as Learning Officer

  • Support NDWC staff regarding procurement of individual training requirements;

  • Assist in analysing and validating training for NDWC staff based on business needs and (financial) resources available;

  • POC to the Corporate Academy regarding NDWC’s training needs and other training related aspects;

  • Contribute to bidding processes and student allocation process of different training providers.


Act as a Deputy Internal IT (IIT) Coordinator

  • Collect IIT requirements, keep IIT database updated, coordinate NDWC requirements with internal IT team;

  • Raise requests for a new hardware or software.


Support to yearly NDWC Digital Conference if required

  • Providing administrative support to event participants and customers;

  • Assist in creating calling notices, user instructions and relevant guidelines to event participants.


Performs other duties as may be required.

Deputise for higher grade staff, if required.

ESSENTIAL EXPERIENCE AND EDUCATION:

  • Higher vocational training in a relevant discipline with 1 year post-related experience. Or a secondary educational qualification with 3 years’ experience in administrative work;

  • Demonstrated experience and skills in use of personal computer office automation packages, currently Microsoft applications to include SharePoint;

  • Proven experience in office administration activities, and managing the good functioning of office operations (calendars, meetings, data entry and records management);

  • Demonstrated experience in supporting of local and remote teams;

  • Excellent command of spoken and written English, with a proven ability to communicate effectively both orally and in writing.


DESIRABLE EXPERIENCE AND EDUCATION:

  • A good knowledge of NATO organization and procedures, the NATO Civilian Personnel Regulations and other relevant financial and administrative directives;

  • Being familiar with SHAPE rules and processes;

  • Practical experience in working for other NATO agencies or organizations;

  • Prior experience of working in an international environment comprising both military and civilian elements;

  • Knowledge of NATO responsibilities and organization, including ACO and ACT;

  • Good knowledge of French language would be considered as an additional advantage.


LANGUAGE PROFICIENCY:

  • A very good knowledge of one of the two NATO languages, both written and spoken, is essential and some knowledge of the other is desirable;

  • Note: Most of the work of the NCI Agency is conducted in the English language.


COMPETENCIES OR PERSONAL ATTRIBUTES:

  • Relating and Networking: Easily establishes good relationships with customers and staff; relates well to people at all levels; builds wide and effective networks of contacts; uses humour appropriately to bring warmth to relationships with others;

  • Achieving Personal Work Goals and Objectives: Accepts and tackles demanding goals with enthusiasm; works hard and puts in longer hours when it is necessary; seeks progression to roles of increased responsibility and influence; identifies own development needs and makes use of developmental or training opportunities;

  • Deciding and Initiating Action: Takes responsibility for actions, projects and people; takes initiative and works under own direction; initiates and generates activity and introduces changes into work processes; makes quick, clear decisions which may include tough choices or considered risks;

  • Planning and Organising: Sets clearly defined objectives; plans activities and projects well in advance and takes account of possible changing circumstances; identifies and organises resources needed to accomplish tasks; manages time effectively; monitors performance against deadlines and milestones.


ABOUT YOU:

The valuable knowledge and experience that you bring to this role are:

  • Higher vocational training in a relevant discipline with 1 year post-related experience. Or a secondary educational qualification with 3 years’ experience in administrative work;

  • Demonstrated experience and skills in use of personal computer office automation packages, currently Microsoft applications to include SharePoint;

  • Proven experience in office administration activities, and managing the good functioning of office operations (calendars, meetings, data entry and records management);

  • Demonstrated experience in supporting of local and remote teams;

  • Fluency in English, both written and spoken.


Please note that the work is conducted mainly on site in Braine L’Alleud, Belgium.

WHAT WE OFFER:

  • Genuinely meaningful work as part of the most successful alliance in history;

  • 3 year contract with competitive tax-free salary and household and children’s allowances;

  • Privileges for expatriate staff including expatriation and education allowances (where appropriate) and additional home leave;

  • Excellent private health insurance scheme;

  • Generous annual leave of 30 days plus official holidays;

  • NATO Pension Scheme;

  • Development programs such as professional training, wellbeing, and more.


To learn more about NCI Agency and our work, please visit our website.

The NCI Agency prides itself on being an equal opportunity employer. We are committed to fostering an inclusive environment of mutual respect and value uniqueness and differences in gender, gender identity, race, ethnic or cultural origin, age, religion, sexual orientation and physical or neurocognitive ability.
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