C003554 Assistant

Deadline Date: Friday 31 May 2024

Requirement: Assistant (Transport/Supply)

Location: Mons, BE

Full Time On-Site: Yes

Time On-Site: 100%

Total Scope of the request (hours): 350

Required Start Date: 1 July 2024

End Contract Date: 31 December 2024

Required Security Clearance: NATO SECRET

Duties and Role:

Under the guidance of the Senior Administrator for Supply, Travel, and Transport, with daily oversight from the Principal Assistant for Travel, the selected individual will undertake various responsibilities, including but not limited to:

• TRANSPORT:
  • Overseeing NCI Agency vehicle assets, ensuring they undergo necessary inspections, maintenance, and are up-to-date on all certifications.
  • Informing the Senior Administrator Supply, Travel, and Transport when a vehicle needs to be removed from regular service.
  • Compiling transport-related statistics for Agency vehicles and generating monthly reports on mileage, fuel usage, maintenance, and costs.
  • Acting as an official courier for the Agency.
  • Conducting driving tasks involving passenger and material transport, which may entail shuttle services to other locations and overnight stays as needed.
  • Offering on-call driving services as requested by the Senior Administrator Supply, Travel, and Transport.
  • Investigating vehicle damages and providing repair recommendations.
  • Participating in the lifecycle management of all NCI Agency vehicles, including exploring and proposing new vehicle options.
  • Performing regular inspections to ensure vehicle roadworthiness.
• SUPPLY/INVENTORY:
  • Preparing necessary documentation for material movements.
  • Maintaining a small inventory of office supplies to support staff at NCI Agency Mons/Braine l'Alleud.
  • Collaborating with the Supply Section in The Hague to update the stock item catalogue.
  • Assisting in the annual inventory of non-expendable and expendable items.
• FINANCE:
  • Handling day-to-day administration of the petty cash account.
  • Contributing to the annual budget planning for consumable stock.
  • Devising a spending plan upon receiving the annual consumable budget.
• TRAVEL:
  • Assisting in arranging rental or NCI Agency vehicles for travel purposes.
  • Validating travel invoices through the Agency's financial system.
• OTHER RESPONSIBILITIES:
  • Executing any additional tasks as necessary.

Specific Working Conditions: The role involves operating within a typical office setting with occasional outdoor tasks such as driving, vehicle inspections, and maintenance.

Requirements

Skill, Knowledge & Experience:

• The applicant must possess an active NATO SECRET security clearance.
• A solid general secondary education background.
• Minimum of 3 years of relevant work experience.
• A valid driver's license with a good driving history for vehicles carrying up to 8 passengers and those with small trailers.
• Proficiency in computer usage.
• Experience in international driving.

Desirable Experience and Education:

• Familiarity with motor pool operations.
• Background in supply/inventory management.
• First Aid at work training.
• Prior exposure to an international setting involving military and civilian components.
• Understanding of NATO's duties and structure, encompassing ACO and ACT.

Language Proficiency:

• Proficiency in at least one of the two NATO languages, both spoken and written, is essential, while some knowledge of the other language is advantageous.

NOTE: English is the primary language used for most activities at the NCI Agency.