C004010 Senior Administrative Assistant (NS) - WED 5 Feb

Description

Deadline Date:

Requirement:

Location:

Full Time On-Site:

Required Security Clearance:

Duties and Role:  

• Assisting in 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;
• Assisting 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. Process electronic purchase requests into financial control systems as required;
• Act as a CIS POC for CIO staff requests related to equipment. Maintaining and tracking stock for IIT equipment and related assets.
• Preparing correspondence, reports and documents, using word processing, spreadsheet and graphics applications, in accordance with the Agency's official document formatting guidelines;
• Preparing and processing web formatted information, maintaining content pages in SharePoint portals, and ensuring that information is kept current and up to standard for publication;
• Filing correspondence and documents in accordance with the Agency's procedures and providing assistance in obtaining requested documents;
• Prioritising work from several staff at the same time and processing it accurately and speedily;
• Acting as a point of contact for supported team members and deal diplomatically and effectively with a wide variety of issues, including answering enquiries and incoming telephone calls, and assisting in the scheduling of the day to day business within the CIO Management Office;
• Check correspondence between calendars/attendance lists, leave cards and duty travel. Keep shared oversight calendars populated and accurate;
• Determining, controlling and maintaining the information flow, including e-mail other media within the supported team;
• Developing and maintaining entries to the relevant information systems, including SharePoint sites, financial, operational and managerial data;
• Producing PowerPoint presentations as required.
• Assist supported staff in following the Agency's procedures and guidelines and give appropriate advice;
• Deputize for higher-grade staff or other colleagues in times of absence;
• Performs other administrative duties that may be required.

Requirements

Skill, Knowledge & Experience:

• The candidate must have a currently active NATO SECRET security clearance
• At least 4 years of recent experience in administrative work;
• Good knowledge and experience in the use of Microsoft Office packages (SharePoint, Word, Excel, PowerPoint and Access or other database applications), 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 Experience and Education
• Prior experience of working in an international environment comprising both military and civilian elements;
• Knowledge of NATO responsibilities and organization, including NATO HQ, ACO and ACT