Deadline Date: Fri 01 November 2024
Requirement Title: Principal Administrative Assistant
Location: The Hague, Netherlands
Full time on-site: Yes
Total Scope of the request (hours): 280
Required Start Date: 16-DEC-2024
End Contract Date: 31-DEC-2024
Required Security Clearance: NATO Secret
Specific Working conditions: On-site. Standard office environment.
Travel:
- Business travel to NATO and national (NATO and non-NATO) facilities as well as frequent travel between the NCIA offices.
- May be required to undertake duty travel to operational theatres inside and outside NATO boundaries.
Duties and Role
- Act as a first point of contact to the SSBA Chief, managing a wide range of challenging executive administration issues with the upmost integrity, diplomacy and tact.
- Provide executive level administrative support to the SSBA Chief, ensuring the efficient daily execution of diary management activity, prioritizing, coordinating and scheduling diary commitments and day-to-day business, delivering an efficient and effective administration service to the SSBA Chief, including the Agency Time Accounting System (TAS).
- Liaison on behalf of the BA Chief with Senior Agency Executives, and NATO professionals.
- Work closely with the SSBA IKM Officer, apply the Agency's portal policy with emphasis on collaboration and sharing of information.
- Administer all travel and planning arrangements including system requests and expenses.
- Responsible for coordinating expenses related to SSBA Chief Hospitality funds.
- Provide confidential administrative and organizational support to the BA Chief's office and in coordination and liaison with wider BA management office; ultimately acting as the BA Chief's front office for arranging of meetings, correspondence, travel, drafting memorandums, taking and distributing meeting minutes, maintaining incoming and outgoing mail log, and maintaining an effective follow-up reminder system for pending actions.
- Proactively develop skills in areas such as planning and organizing, new technology, languages and effective communication, providing constructive suggestions to improve and standardize office procedures.
- Draft and format documents, ensure proper repository maintenance of incoming and outgoing correspondences.
- Deputize for higher grade staff, if required.
- Perform other duties, as may be required.
Requirements
- Higher vocational training in a relevant discipline, leading to a professional qualification, with 3 years post-related experience (within the P3M domain is highly desirable). Or a secondary educational qualification with 5 years post-related experience.
- Demonstrable experience of working in administrative functions at executive level.
- Excellent command of spoken and written English, with proven ability to communicate effectively orally and in writing.
- In-depth working knowledge of SharePoint.
- Proficiency in using MS Office suite of software, including development of presentations.
- Experience performing administrative functions in fast-paced and fluid work environments, with limited supervision.
- Experience in providing relevant reports to staff and management.
- Experience of taking minutes at meetings and accurately transcribing them.
Desirable Experience and Education:
- Knowledge of NATO/NCIA administrative regulations and procedures.
- Prior experience of working in an international environment comprising both military and civilian elements
- Knowledge of NATO responsibilities and organization, including Allied Command Operations (ACO) and Allied Command Transformation (ACT).
Language Proficiency:
- A thorough knowledge of one of the two NATO languages, both written and spoken, is essential and some knowledge of the other is desirable.
- NOTE: Most of the work of the NCI Agency is conducted in English.
Competencies or Personal Attributes:
- Adhering to Principles and Values - Upholds ethics and values; demonstrates integrity; promotes and defends equal opportunities; encourages organizational and individual responsibility towards the community and the environment.
- Relating and Networking - Easily establishes good relationships with customers and staff; relates well to people at all levels; builds wide and effective networks of contacts; uses humor appropriately to bring warmth to relationships with others.
- Adapting and Responding to Change - Adapts to changing circumstances; tolerates ambiguity; accepts new ideas and change initiatives; adapts interpersonal style to suit different people or situations; shows an interest in new experiences.
