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Administrative Assistant

il y a 1 mois

Brainel'Alleud, Belgique Spektrum Temps plein

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**
- Provide administrative support ensuring good office management for the efficient daily operation of the NDWC offices in Belgium (SHAPE and Braine L'Alleud);
- Formatting of correspondence (letters, memos) and prepare briefings as required; assist in quality control of reports, papers, briefings, directives, policies,...;
- Enter purchase orders and requisitions in EBA along with supporting documentation. This includes travel orders, purchase orders and requisitions;
- Make arrangements for travel assignments, preparing associated NATO Travel Authorization documents, submitting security clearances and visit requests, and preparing purchase orders for conference attendance and exhibition fees;
- Collect Internal IT service requirements and provide input;
- Assist the Training Authority with internal training needs and queries; including coordination and validation of all input and administration based on business needs and resources available;
- Design and maintain the NDW Centre portal;
- Provide advice on and develop management policies and directives to increase organizational efficiency;
- Assist local staff in following procedures in accordance with NATO and Agency directives;
- Support with all local security matters and coordinate local visit requests within NDW Centre;
- Assist in supporting Project Managers on special projects or programs, when needed and as requested by the Chief;
- Assist newcomers in preparing paperwork and following in
- processing procedures on site;
**Essential Skills and Experience**
- Vocational training at a higher administrative level in a relevant discipline or equivalent combination of qualifications and experience;
- Excellent command of spoken and written English, with a proven ability to communicate effectively both orally and in writing;
- Proven experience working in a fast-paced and dynamic environment;
- Demonstrable experience of working in Administrative roles delivering results working with limited supervision;
- Work experience in roles with significant client/customer service functions.

**Desirable Skills and Experience**
- A good knowledge of NATO organization, internal structure and procedures, the NATO Civilian Personnel Regulations and other relevant financial and administrative directives;
- Knowledge of Agency administrative tools and processes, specific SHAPE knowledge is a plus;
- Knowledge of NATO responsibilities and organization, including ACO and ACT.
- Practical experience in working for other NATO agencies or organizations;
- Recent experience of working in an international environment comprising both military and civilian elements;
**Working Location**
- Braine L'Alleud, Belgium

**Working Policy**
- On-Site

**Travel**
- Some travel to other NATO sites may be requ