Admin Assistant

Spektrum have a wide range of exciting opportunities in several global locations.

We are always looking to add great new talent to our team and look forward to hearing from you.

**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.

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.

In order 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 categorises: 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 Duties and Responsibilities**

Under the overall direction of SMC Projects Management Lead, they will work in the SMC Projects Team to perform duties such as the following:

- Provides direct staff-level support to the assigned SMC Projects Management Lead;
- Support to deliver and update SMC financial reports;
- Support to deliver Project Management Deliverables (e.g. Reports, Plans, Protocols);
- Support to update the SMC Risk/Opportunity Register and monitor & control mitigation activities and deliverables;
- Support to update the SMC Issue Register and monitor & control related activities and deliverables;
- Provide direct support to SLC/DSLC is maintained with the HPMO office;
- Provide direct support to SAOs/PMs/SDMs in respect of the delivery of projects/services;
- Coordinate the Project Board inputs, meetings, and outputs process within HPMO;
- Provide KPI metrics to Service Areas and follow up on observations;
- Monitoring and control of metrics;
- Contribute to meetings with relevant Branch management and staff;
- Participation in weekly management meetings;
- Monitor resource allocation across relevant Service Areas and key skill sets and report issues/observations for rectification;
- Provide Quality Assurance checks on Project Management Deliverables;
- Support and contribute to the internal SMC guidance and development process;
- Deputize for equal or higher grade SMC staff;
- Performs other duties as may be required.

**Essential Skills and Experience**
- Excellent presentation and communication skills and an ability to interact with all levels of an organisation up to Board level management;
- Analytical / Data investigation skills;
- Creation and maintenance of Management reports;
- Knowledge of NCIA Project Management tools;
- Current experience in budgetary planning and management;
- Awareness of Project Management Framework / Methodologies such as PRINCE II, PMP;
- Demonstrated skills in Microsoft Office suite, including Word, Excel, PowerPoint and SharePoint;
- SharePoint development experience (Create, Manage and Update sites and lists);
- Excellent command of spoken and written English, with a proven ability to communicate effectively orally and in writing;
- Current knowledge of NATO organization, internal structure and relationships;
- Knowledge of current working practice of NSIP processes/procedures;
- Ability to take initiative and a flexible approach allowing the incumbent to respond reliably and competently to changing requirements in a demanding environment;
- Good organisational, coordination and communication skills;
- Process creation, improvement and development;
- Experience of general document drafting & preparation;
- Creation and delivery of presentations, briefings and reports;
- Quality Assurance of documentation;
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