Administrative Assistant

Spektrum supports apex purchasers (NATO UN EU and National Government and Defence) and their Tier 1 supplier ecosystem with a wide range of specialist services. We provide our clients with professional services specialised aerospace and defence sales delivery and operational subject matter expertise. We are looking for personnel to join our team and support key client projects.

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 NATOs 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 NATOs communication networks and information systems against cyber threats.
• Command and Control Systems: The NCIA develops and maintains the systems used by NATOs 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 NATOs mission to detect deny and defeat threats to its communication networks.
• Information Management: The NCIA manages NATOs information technology infrastructure including its databases applications and servers.

Overall the NCIA plays a critical role in ensuring the security and effectiveness of NATOs communication and information technology capabilities.

The program

Assistance and Advisory Service (AAS)

The NATO Communications and Information Agency (NCI Agency) is NATOs 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.

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 ID C004392

Role Duties and Responsibilities

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

Essential Skills Experience and Certifications

• 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.
• 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.

Desirable Skills Experience and Certifications

• 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.

Education

• 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.

Language Proficiency

• Good English written and verbal communication skills.

Working Location

• The Hague Netherlands

Working Policy

• On-site

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance