Deadline Date: Monday 25 November 2024
Requirement: Conference & Events Assistant
Location: The Hague, NL
Full Time On-Site: Yes
Time On-Site: 100%
Total Scope of the request (hours): 960
Required Start Date: 6 January 2025
End Contract Date: 31 December 2025
Required Security Clearance: NATO SECRET
Duties and Role:
Under the direction and supervision of the Section Head On-Site Conferences and Events, the incumbent will perform duties such as the following:
- Assist and support the Section Head in maintaining the Conference Services portal;
- Prepare and distribute information packages for customers;
- Assist the Section Head with the development of registration sites for on-site conferences and events;
- Assist the Section Head for the following services: accommodation, transportation for participants, facilities, signage, additional conference requirements;
- Assist in developing catering/hospitality functions for the event and liaise with the catering staff;
- Attends the monthly restaurant committee meeting on the Section Head's behalf;
- Liaise, in coordination with the Section Head, between customers and Creative Media Centre for all graphic, media and print requirements;
- Ensure that an adequate supply of support material is on hand for each meeting and/or conference;
- Maintain the NCI Agency conference room booking system;
- Coordinate with contract cleaning staff to ensure conference rooms are ready for use;
- Provide support during on-site conferences and events, e.g. hosting, on-site registration process, information desk services.
- Support the Section Head with specific conference action plans from inception through completion;
- Perform any other duties as may be required
Requirements
Skill, Knowledge & Experience:
- The candidate must have a currently active NATO SECRET security clearance
- Higher vocational training in a relevant discipline with 1 years post-related experience. Or a secondary educational qualification with 3 years post-related experience.
- At least three years relevant experience in a progressively responsible administrative position;
- Prior conference coordination or event planning experience;
- Sound experience with Microsoft Office applications;
- Excellent organizational and administrative skills;
- Ability to express oneself clearly both orally and in writing.
- Prior experience of working in an international environment comprising both military and civilian elements;
- Knowledge of NATO responsibilities and organization, including ACO and ACT.
Competencies or Personal Attributes:
- Delivering Results and Meeting Customer Expectations: Focuses on customer needs and satisfaction; sets high standards for quality and quantity; monitors and maintains quality and productivity; works in a systematic, methodical and orderly way; consistently achieves project goals.
- 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.
- Professional Contacts: Promotes and maintains professional relations with co-workers within the Agency, with staff in other NATO organizations and with contacts from external bodies.
