C004392 Administrative Assistant (Business & Workforce Team) (NS) THU 23 Oct

Deadline Date: Thursday 23 October 2025

Requirement: Administrative Assistant (Business & Workforce Team)

Location: The Hague NL

Full Time On-Site: Yes

Time On-Site: 100%

Total Scope of the request (hours): 200

Required Start Date: 28 November 2025

End Contract Date: 31 December 2025

Required Security Clearance: NATO SECRET

Duties & Role:

As part of the Business and Workforce Administrative team you will be providing administrative support ensuring the efficient daily operation of the NATO Digital Workplace Centre (NDWC) offices.

Duties are as follows but not limited to:

• Assist the Workforce team in Business Areas workforce related matters upon request;

Resourcing:

• Support NDWC managers and teams in temporary resourcing and recruitment activities;
• Liaise with other Agency teams as well as external stakeholders for the recruitment on-boarding and off-boarding processes linked to temporary resourcing;
• Act as a point of contact for the Business Areas temporary workforce needs;
• Keep track of all ongoing contracts and capture all planned/future requests;
• Use recommended tools for planning scheduling maintaining and tracking resource activities;
• Support NDW managers and teams with any issues related to temporary workforce contracts (process receipting etc).

Reporting:

• Extract Excel reports from EBA;
• Inputs to resourcing reporting dashboards;
• Run regular checks to ensure that financials related to resourcing activities do not exceed allocated budget;

Administrative:

• Provide financial assistance such as handling of purchase requests and purchase orders;
• Assisting in the preparation and editing or formatting of reports presentations and other documents;
• Maintaining and organizing files records and databases both electronic and physical;
• Perform other duties as may be required.

Skill Knowledge & Experience:

• The candidate must have a currently active NATO SECRET security clearance

• Bachelors degree at a nationally recognized/certified University in a HR or business management and administration related discipline and 2 years post-related experience
• Or exceptionally the lack of a university degree may be compensated by the demonstration of a candidates particular abilities or experience that is/are of interest to NCI Agency that is at least 5 years extensive and progressive expertise in duties related to the function of the post;
• Good English written and verbal communication skills;
• Proven experience working in a fast-paced and dynamic environment;
• Demonstrable experience of working in Administrative roles delivering results working with limited supervision;
• Strong organizational skills with the ability to multi-task;
• Excellent time management skills and the ability to prioritize work;
• Attention to detail and problem-solving skills;
• Proficiency in MS Office (in particular MS Excel Sharepoint);
• Work experience in roles with significant client/customer service functions;
• Demonstrated proactive approach in organisation and maintenance of the customer relationship customer onboarding customer communication and follow-up.

Desirable Skills Experience and Education:

• Experience with Enterprise Business Application tool similar Oracle or other procurement tool;
• Proven ability to communicate effectively at all levels whilst building and maintaining strong relationships;
• Prior experience of working in an internal environment compromising both military and civilian elements;
• Preferable practical experience/knowledge in working with NCI Agency or any other NATO agencies or organizations;
• Knowledge of NATO responsibilities and organization;
• Knowledge of NATO financial and acquisition processes.

Competencies or Personal Attributes:

• Adhering to Principles and Values - Upholds ethics and values; demonstrates integrity; promotes and defends equal opportunities builds diverse teams; encourages organisational and individual responsibility towards the community and the environment.
• Relating and Networking - Easily establishes good relationships with customers and staff; relates well to people at all levels; builds wide and effective networks of contacts; uses humour appropriately to bring warmth to relationships with others.
• Deciding and Initiating Action - Takes responsibility for actions projects and people; takes initiative and works under own direction; initiates and generates activity and introduces changes into work processes; makes quick clear decisions which may include tough choices or considered risks.
• Adapting and Responding to Change - Adapts to changing circumstances; tolerates ambiguity; accepts new ideas and change initiatives; adapts interpersonal style to suit different people or situations; shows an interest in new experiences.