Administrative Assistant
il y a 7 jours
**1. SUMMARY**
The Office of Legal Affairs (OLA) is an Independent Office within the International Staff (IS). It is responsible for the provision of advice to the Secretary General, the IS and, as appropriate, other NATO bodies on all issues which have legal implications, particularly with regard to international and national laws and regulations which affect the responsibilities, functions, operations and activities of NATO. The Office also provides advice directly to the North Atlantic Council (NAC) and Council subordinate Committees.
Under the overall direction and management of the Legal Adviser/Director, and working closely with the Deputy Director, the Administrative Assistant will assist the Legal Adviser/Director. The incumbent will be responsible for efficiently handling a wide range of support duties of an administrative and organisational nature in OLA, managing its daily interaction with the Private Office and other Divisions/Independent Offices and their staff, providing administrative support and contributing to changes in processes as required.
The incumbent will be expected to exercise initiative and creativity, be adaptable, accept responsibility for bringing matters to completion while achieving required results, and be able to work independently and meet deadlines. S/he should have strong organisational and problem-solving skills and be able to maintain good relationships within OLA and with other NATO staff.
**2. QUALIFICATIONS **AND **EXPERIENCE**
**ESSENTIAL**
The incumbent must:
- have a good general education, to higher secondary level or above;
- have at least 4 years' experience of administrative or organisational work (i.e.office manager, personal assistant, etc.)
- possess thorough knowledge of good office practices and procedures;
- be proficient in the use of computer software support packages, in particular Microsoft Office;
- have good professional drafting and editing skills in at least one of the official NATO languages;
- possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; III (“Intermediate”) in the other.
**DESIRABLE**
The following would be considered an advantage:
- a diploma or qualification in a relevant field;
- experience in a national administration or International Organisation experience in documentary analysis, ideally in a legal environment;
- knowledge of NATO structure, practices and procedures;
- knowledge of additional languages relevant to NATO's work.
**3. **MAIN **ACCOUNTABILITIES**
**Expertise Development**
Proactively develop skills in areas such as planning and organising, new technology, languages and effective communication. Liaise with other Assistants to leverage knowledge. Assist in space management, IT requirements and security issues. Provide constructive suggestions to improve office procedures, especially in the field of information management and operating procedures. Find ways to be faster, better and more effective in managing information and using office tools.
**Knowledge Management**
Prepare and, as appropriate, update reference files on matters referred to the Legal Adviser/Director. Collect, categorise and track relevant information required for various tasks and projects. Maintain and, as necessary, improve well-structured paper and electronic filing systems, including OLA’s own archives.
**Planning and Execution**
Handle the day-to-day administration of the office: process incoming and outgoing mail; answer enquiries and incoming calls; arrange meetings and handle related details, such as necessary travel arrangements and mission coordination; as well as coordination of leave plans and coverage during own absences. Draft and produce simple memoranda and cover letters. Liaise with Deputy Director to prepare draft replies to requests of a corporate nature from within the Organisation. Organise own workload to ensure the accurate and timely execution of duties.
**Information Management**
Handle administrative preparation (including retrieval and distribution of NATO and non-NATO documents) of expert meetings, NATO Committees and other meetings as required. Administer the schedule of the Legal Adviser/Director. Oversee the paper flow into and out of the office including retrieving and organising correspondence/documents (including classified information). Maintain an effective follow-up and/or reminder system for pending actions within the service
**Stakeholder Management**
Liaise with points of contact to ensure efficiency in daily management of workload and processes. Be the point of contact for initial requests of varying nature. Maintain all lists of internal and external contacts. Represent OLA as required at various meetings related to processes and the smooth functioning of the Office.
**Financial Management**
Maintain budget records for OLA and ensure that proper financial procedures are followed for the budget. Prepare the necessary fina
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