Principal Administrative and Security Assistant

**1. SUMMARY**

The BICES Group Executive (BGX), a NATO entity, is the executive body of the BICES Group (BG). The BG exists to enable the sharing and exchange of Intelligence and Information between and amongst the NATO nations, with NATO and with other non-NATO nations and Organizations. The BGX, under the leadership of the Director, is comprised of the following pillars: Intelligence and Enterprise Services (IES) Division, Programmes, Engineering and Maintenance (PEM) Division, Operations and Security Services (OSS) Division and Intelligence, Surveillance and Reconnaissance (ISR) Cell.

Under the leadership of the Executive Officer/Financial Controller, the Administrative Office supports the Director in the efficient and effective management of the BGX. The office also provides support to the Board of Directors (BOD), which is the body that exercises guidance and direction of the activities of the BGX. Additionally, the office is responsible for all aspects of day-to-day management and administration of the BGX and provides programme administrative support across the BGX.

The incumbent will provide support for the BGX in particular, in the areas of administration, information management (IM), security and human resources (HR) administration. The incumbent is responsible for the efficient support of the BGX Director and s/he supports the Administrative Officer and the BOD Secretary for the preparation of the BOD meetings. The incumbent will support the BGX Security Officer in their duties for the implementation of the NATO Directives primarily in the areas of physical and personnel security. S/He may be required to deputize for the Administrative Officer. The incumbent will undertake travel duty assignments both within and beyond NATO's boundaries and reports directly to the Administrative Officer.

**2. QUALIFICATIONS **AND **EXPERIENCE**

**ESSENTIAL**
- The incumbent must:
- possess a higher secondary education and at least 5 years of experience in administrative support duties;-
- have a minimum of 3 years professional experience in personnel administration;-
- have practical experience with information and content management tools and procedures;-
- have experience with organizing senior level meetings and conferences or with programme administration follow-up;possess excellent drafting and proofreading skills and be able to communicate clearly and logically, orally and in writing;-
- demonstrate organization, prioritization and coordination skills;-
- possess the following minimum levels of NATO’s official languages: English V (“Advanced”); French II (“Elementary”).**DESIRABLE**
- The following would be considered an advantage:
- secretarial or administrative studies;-
- vocational education or training in HR and security administration;-
- experience in coordinating or managing the work of others;-
- experience in security administration, especially in the area of personnel and physical security;-
- knowledge of NATO Civilian Personnel Regulations and directives;-
- conversant with NATO IM policy and procedures;-
- experience working with SharePoint;-
- a higher level in the French language;-
- experience working in a major international organization or international environment;-
- knowledge of NATO responsibilities and organization, including the NATO Office of Security.**3. MAIN ACCOUNTABILITIES**

**Expertise Development**
- Proactively improve and develop skills in administration, including HR, security and IM. Engage with stakeholders in these areas in order to improve the related procedures and practices within the BGX. Prioritize work and process tasks timely and efficiently.

**Financial Management**
- Verify the requirements and availability of funds for supplies, works, organization of events for the BGX and personnel contracts. Monitor the representation allowance for the Director in accordance with the financial procedures.

**Information Management**
- Develop procedures for the efficient flow of information within the BGX and with external stakeholders. Maintain an effective follow-up system for pending actions of the office. Draft routine memoranda, calling notices, instructions and cover letters to documents. Process sensitive management, HR and security related documents where the utmost discretion is required. Draft HR, Security and Administrative Standard Operating Procedures. Proactively collect information related to upcoming activities and events and update the related files/databases. Maintain effective communication with Senior Management and ensure they are informed of matters related to their respective areas of responsibility. Take minutes at meetings, as necessary and draft reports, as directed.

**Knowledge Management**
- Ensure that taskings due to the Executive Office, the Director or external stakeholders are planned, staffed and executed within the required deadlines. Maintain the BGX internal document management system and classified registry. Update an