Administrative Assistant

 

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Location:
Braine L'Alleud, Belgium

Security Clearance:
NATO Secret

Reference No:
C003005 / Braine L'Alleud, BE

Skills, knowledge, experience required:

• A Vocational training at a higher administrative level in a relevant discipline or equivalent combination of qualifications and experience;
• 5 years of progressively responsible administrative jobs, you will be required to demonstrate skills in use of office automation packages, particularly Microsoft applications including SharePoint;
• Experience in:
• Working in a fast-paced and dynamic environment;
• Administrative roles delivering results working with limited supervision;
• Roles with significant client/customer service functions;
• Excellent command of spoken and written English, with a proven ability to communicate effectively both orally and in writing.

Desirable:

• Experience in:
• Working for other NATO agencies or organizations;
• Working in an international environment comprising both military and civilian elements;
• Knowledge of:
• NCIA administrative tools and processes, specific SHAPE knowledge is a plus;
• NATO responsibilities and organization, including ACO and ACT;
• A good knowledge of NATO organization, internal structure and procedures, the NATO Civilian Personnel Regulations and other relevant financial and administrative directives.

Duties/role:

• Providing 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,…;
• Assisting in determining, controlling, distributing and maintaining the daily information flow, including e-mail traffic, within NDW Centre. Initiate follow-up actions as appropriate;
• Entering purchase orders and requisitions in EBA along with supporting documentation. This includes travel orders, purchase orders and requisitions;
• Making 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;
• Collecting Internal IT service requirements and provide input;
• Assisting 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;
• Designing and maintaining the NDW Centre portal;
• Providing advice on and develop management policies and directives to increase organizational efficiency;
• Assisting local staff in following procedures in accordance with NATO and NCIA directives;
• Supporting with all local security matters and coordinate local visit requests within NDW Centre;
• Assisting in supporting Project Managers on special projects or programs, when needed and as requested by the Chief;
• Assisting newcomers in preparing paperwork and following inprocessing procedures on site.

VECTOR SYNERGY sp. z o.o., ul. Marcelińska 90, 60-324 Poznań, NIP PL7811857270, REGON 301575740, KRS: 0000369575

Rejestr Przedsiębiorców KRS prowadzony przez Sąd Rejonowy Poznań – Nowe Miasto i Wilda w Poznaniu, VIII Wydział Gospodarczy KRS,

kapitał zakładowy wynosi: 73 500,00 złotych wpłacony w całości, TEL +48 616684500, FAX +48 616684501, www.vectorsynergy.com, info@vectorsynergy.com

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