[6325] AFN/AFS Governance & Management Secretariat Support

Start date: Negotiable
Clearance: NATO Secret or equivalent
Location: Brussels, Belgium

Duties

• Manage and maintain the AFS Information & Knowledge Portals on low and high side.
• Manage and control AFS documentation, including doctrine, policy, technical, security, assurance, processes, procedures, communications, agendas, minutes and reports.
• Prepare, organise and quality-check documents, ensuring correct formatting, naming conventions, metadata and version control.
• Coordinate document workflows between authors, reviewers, compliance/legal teams and external partners.
• Record meetings and produce accurate, professional meeting minutes, including decisions, actions, owners and deadlines.
• Provide conference and event support, including registration, attendee verification, logistics, badges, materials and post-event reporting.
• Schedule meetings, book rooms and virtual links, prepare agendas and distribute invitations/pre-reads.
• Maintain action-item registers, track deadlines and send reminders.
• Prepare status updates, KPI reports and leadership reports.
• Maintain stakeholder communication and distribution lists.
• Identify process improvements and implement agreed changes.
• Provide monthly reporting to the AFS Secretariat and NCIA Contract Manager.
• Work at NATO HQ Brussels one week per month and NCIA The Hague one week per quarter, with teleworking otherwise.

Requirements

• Higher vocational training in a relevant discipline + 4 years post-related experience, OR
• Secondary educational qualification + 6 years post-related experience.
• Strong verbal and written communication skills.
• Meticulous attention to detail and document accuracy.
• Previous experience working in an international environment involving military and civilian personnel.
• Ability to handle unexpected issues, changing priorities and challenges.
• Strong ability to multitask, prioritise and meet deadlines.
• Ability to work independently and as part of a team.
• Strong expertise in:
o Microsoft Word
o Microsoft Excel
o Microsoft PowerPoint
o Microsoft Outlook
o Microsoft SharePoint
• Knowledge/awareness of ITIL Foundation.
• Valid NATO SECRET clearance for the duration of the contract.
• English proficiency across speaking, listening, reading and writing.

Desirable

• 3+ years' experience in NATO or multinational environments.
• Recruiter takeaway: This is fundamentally an Administrative Assistant / Secretariat Support profile, but the strongest candidates will have NATO/military-international experience + SharePoint/document management + meeting/event coordination + NATO SECRET. The NATO experience is desirable rather than mandatory, but the international military/civilian environment experience is explicitly required.