[43348] Administrative Support

Start date: September 2024
Clearance: NATO Secret
Location: Braine L'Alleud, Belgium


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 1 year of experience in responsible administrative jobs or equivalent combination of qualifications and experience
• Demonstrated skills in Microsoft Office suite, including Word, Excel, PowerPoint, SharePoint, and databases
• Excellent command of spoken and written English, with a proven ability to communicate effectively orally and in writing
• Proven experience with document management systems and SharePoint
• Experience in roles requiring the ability to take initiative and a flexible approach to respond reliably and competently to changing requirements in a demanding environment.
• Demonstrable experience in roles requiring to work with a minimum amount of supervision.

Desirable Experience and Education:

• Thorough knowledge of NATO/NCIA administrative regulations and procedures.
• Experience of taking minutes at meetings and accurately transcribing them.
• Previous experience of providing administrative support to executives.
• Prior experience of working in an international environment comprising both military and civilian elements;
• Knowledge of NATO responsibilities and organization, including ACO and ACT.

Duties and Role:

Under the direction of the Business Area Chief primarily, the incumbent will perform duties such as the following:

• Provide administrative support, as a key member of the NIMSC Front Office, in an effective and efficient manner to the NIMSC Business Area Chief, Business Manager and other NIMSC management staff as required;
• Support with the screening, filtering and prioritising of all incoming communication, meeting requests, visitor requests and email traffic;
• Support with the planning, monitoring and optimising of the diaries, schedules and calendar of the NIMSC Business Area Chief;
• Support with the preparation and follow-up on all meetings with Business Area Chief as/if required;
• Plan and prepare travel and associated accommodation requirements for the Business Area Chief and Business Manager;
• Act as the point of contact for coordination of all NIMSC assigned actions via Agency Tasker Tracker, and support with associated with the allocation of these tasks internally within NIMSC via the NIMSC Action Log;
• Support with the preparation of the Business Area Chief correspondence and signature folder;
• Draft presentations, briefings, and reports, e.g. with references, historic information and context;
• Prepare, review, coordinate, store, release, and follow-up on all Management-In-Confidence, Personnel-In-Confidence, and all formal NIMSC correspondence;
• Organise, coordinate, minute, and follow up meetings, workshops and other events hosted by the Business Area Chief as/if required;
• Support with the preparation summaries and abstracts of received information, identify obvious incomplete, incorrect, and/or inconsistent information - clarify and present them to the Business Area Chief;
• Support the further development and improvement of the top level NIMSC Intranet web pages, and foster Business Area Chief communication to the NIMSC workforce;
• Represent the Business Area in a highly professional manner as the focal point of contact over all communication channels;
• Perform other duties as may be required.
• Deputise for higher grade staff, if required

Tom Gardiner
+44 203 154 5030