Administrative Assistant (NISC)
Posted on :
16-12-2022
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Job Description
Working Location: 50% on-site in Braine LAlleud, Belgium, 50% off-site in Mons, Belgium
Security Clearance: NATO Secret
Language: High proficiency level in English language
EXPERIENCE AND EDUCATION:
Essential Qualifications/Experience:
Sound knowledge and experience in the use of Microsoft office automation packages (Word, Excel, PowerPoints or other database application), in the use of computer-based tools and experience in maintaining and established web page
Good knowledge and experience with MS SharePoint (pages, libraries and lists development and maintenance; administer access rights, etc.)
Good knowledge with TTE/TT+ tasker tracker system; able to analyse incoming Tasker Tracker action item and distributes it for relevant SME consultation, ensuring the execution of assigned taskers assigned in order to meet the scope, schedule and objectives
High sense of organization and planning: recognition of priorities, controlling and evaluating abilities
Service-minded attitude
Extreme accuracy and attention to detail
Good communication skills with demonstrated ability to present information in a clear and logical manner both in writing and by other means
Proven ability to act when needed, in accordance with Senior Management directives, and take initiative to deliver even when under pressure with limited instructions and minimal supervision
Experience working in an environment with a high-volume workload, strong traction to fight incidents and solving problems
Knowledge of NATO responsibilities and organisation including NATO Security Policy and supporting directives
Experience of working in an international environment, preferably incorporating both military and civilian elements
DUTIES/ROLE:
Supports the Business Unit in all administrative matters and in the management of taskers
Develops and maintains the NISC-specific policies and templates for CES staff use in their daily activities
Ensure in-processing and out-processing of staff in coordination with HSMO
Organises the weekly meetings of NISC and the NSIC key staff (invitations, reservations of meeting room, preparation of draft slide deck on the NISC Portal for population by other attendees) and ensures proper recording of decisions on the NISC Portal
Develops the weekly Services Support Roster coordinating the inputs from SDMs about the staff on duty for the period, for signature by EXO, and distributes it
Develops the weekly ESOC Services Roster coordinating the inputs from SAOs about the staff acting as NISC L2 representatives within ESOC, for signature by EXO, and distributes it
Finalizes the formal correspondence developed by NISC staff (formatting, numbering) for signature, then ensures proper delivery to the intended addressees and upload to the NISC Portal for further reference
Maintains a floorplan of offices layout and assignment to staff, across all buildings where NISC staff is located
Drafting of documents and reports
Organising of key events
Coordination of a Front Office
Deputizes the NISC IKM officer, managing the permissions to the various areas in the NISC Portal, guiding NISC staff, on how to use the information effectively, conducting the Information Management (IM) and Knowledge Management (KM) related work in compliance with the Agency IKM Strategy and IM directives
Acts in close collaboration with the Executive Officer as the NISC single POC for incoming taskers in TT+, ensuring their prompt assignment to relevant contributors in the SL for coordination, ensuring they are timely addressed by the NISC contributors, and harmonizing the various NSIC SL contributions into a NISC consolidated answer to be uploaded in Tasker Tracker tool
Employment Type
Full Time
Key Skills
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