[6457] Senior Administrative Assistant

Start date: Negotiable
Clearance Required: NATO Secret
Location: Bydgoszcz, Kuyavian-Pomeranian Voivodeship, Poland

Requirements
• Currently active NATO SECRET security clearance.
• Higher vocational training in a relevant discipline with 1 year of post-related experience, or secondary educational qualification with 3 years of post-related experience.
• Experience working in an office environment using office management systems and procedures.
• Problem-solving experience and the ability to remain flexible when required.
• Excellent written and verbal communication skills.
• Effective time management and multitasking skills in a changing work environment.
• Extensive knowledge and experience (3+ years) using Microsoft Office applications, including Word, Excel, PowerPoint and database applications.
• SharePoint design, administration and/or management training.

Duties and Role:
• Maintain a knowledge management database.
• Contribute to the development of knowledge management policies, standards and guidelines.
• Maintain and implement information-handling procedures.
• Capture and classify content using specialist knowledge, seeking expert advice when required.
• Act as the learning coordinator within the OE.
• Book and organise learning activities within the OE.
• Update and control training records, including certificates and accreditations.
• Support the team or manager by providing information needed for ongoing team processes.
• Assist with meeting planning and organisation.
• Provide guidance on software, procedures, processes, tools and techniques for administration and workplace productivity.
• Liaise and coordinate across functions.
• Update and maintain office policies and procedures.
• Retrieve, create, send and store emails in accordance with organisational procedures and regulations.
• Use email functions, including inbox, sent mail, drafts and trash, to retrieve and store correspondence.
• Explain email features, including address books, distribution lists and bulletin boards.
• Manage in-processing and out-processing procedures for arriving and departing personnel.
• Assist in developing administrative process flows between functions and departments using Task Tracker (TT+).
• Coordinate the preparation and distribution of standard reports, including status and activity reports.
• Process and document equipment or staff requisition requirements.
• Provide administrative support for a location or department.