Administrative Assistant

Há 5 dias

Oeiras, Portugal Spektrum Tempo inteiro

Spektrum have a wide range of exciting opportunities in several global locations.

We are always looking to add great new talent to our team and look forward to hearing from you.

**Who we are supporting**

The NATO Communication and Information Agency (NCIA) is responsible for providing secure and effective communications and information technology (IT) services to NATO's member countries and its partners. The agency was established in 2012 and is headquartered in Brussels, Belgium.

The NCIA provides a wide range of services, including:

- Cyber Security: The NCIA provides advanced cybersecurity solutions to protect NATO's communication networks and information systems against cyber threats.
- Command and Control Systems: The NCIA develops and maintains the systems used by NATO's military commanders to plan and execute operations.
- Satellite Communications: The NCIA provides satellite communications services to enable secure and reliable communications between NATO forces.
- Electronic Warfare: The NCIA provides electronic warfare services to support NATO's mission to detect, deny, and defeat threats to its communication networks.

Overall, the NCIA plays a critical role in ensuring the security and effectiveness of NATO's communication and information technology capabilities.

**The program**

**Assistance and Advisory Service (AAS)**

The NATO Communications and Information Agency (NCI Agency) is NATO's principal C3 capability deliverer and CIS service provider. It provides, maintains and defends the NATO enterprise-wide information technology infrastructure to enable Allies to consult together under Article IV, and, when required, stand together in the face of attack under Article V.

In order to provide these critical services, in the modern evolving dynamic environment the NCI Agency needs to build and maintain high performance engaged workforce. The NCI Agency workforce strategically consists of three major categorises: NATO International Civilians (NIC)s, Military (Mil) and Interim Workforce Consultants (IWC)s. The IWCs are a critical part of the overall NCI Agency workforce and make up approximately 15 percent of the total workforce.

**Role Duties and Responsibilities**

Under the direction of the Head of the OOD, the incumbent will perform duties such as the following:

- Responsible for provision of support to the Head OOD, and if required, to the Stakeholder Manager (SM) in their day-to-day management of the OOD;
- Responsible to the Head OOD for the efficient operation and management of the department's administrative functions;
- Act as first point of contact for the Head OOD and SM, and deal diplomatically and effectively with a wide variety of issues
- Provide personal and administrative support to the Head OOD ensuring the efficient daily operation of the office, including:

- personal scheduling and management of travel requests and claims
- organising meetings, taking minutes, drafting and organizing communications/correspondence/documents
- maintaining incoming and outgoing mail log
- maintaining an effective follow-up and/or reminder system for pending actions
- Responsible for coordination and administration of the Head OOD diary and visit programmes in coordination with the SM, including support for VIP visits hosted by the Academy Director, and in particular coordination of Academy 5th anniversary celebration in Sep 24, such as preparation of the anniversary book;
- Liaise with administrative staff in other organizational elements to ensure the above coordination
- Perform other duties as may be required.

**Essential Skills and Experience**
- At least 5 years' of experience in progressively responsible administrative roles, or equivalent combination of qualifications and experience
- Previous experience working in an international Military/Civilian environment;
- Excellent knowledge of NCI Academy organization and procedures
- Experience with organizing and executing conferences, workshops, and small professional events
- Excellent command of spoken and written English, with a proven ability to communicate effectively orally and in writing
- Ability to take initiative and a flexible approach allowing the incumbent to respond reliably and competently to changing requirements in a demanding environment

**Education**
- Higher vocational training in a relevant discipline with 3 years post-related experience. Or secondary education qualifications with 5 years post-related experience

**Working Location**
- Oeiras, Portugal

**Working Policy**
- On-Site

**Travel**
- Some travel to other NATO sites may be required

**Contract Duration**
- Apr 2024 - Dec 2024

**Security Clearance**
- Valid National or NATO Secret personal security clearance

We never know what new opportunities might be just over the horizon. If this opportunity isn't for you please feel free to send us your resume anyway and be the first to know if something suitable for your skills and experience comes up.

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