Admin 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 C004562

Role Duties and Responsibilities

• Maintains a knowledge management database.
• Leverages knowledge of a specialism to capture and classify content taking expert advice when required.
• Assists the team/manager in ensuring they have the information needed to support ongoing team processes.
• Assists in planning for meetings.
• Sets up and provides detailed guidance on software procedures processes tools and techniques for administration and workplace productivity.
• Liaises and organises across functions.
• Updates and maintains office policies and procedures.
• Customizes time ranges size shape layout own calendar.
• Receives meeting requests from others and manages own calendar accordingly.
• Uses software to create and review personal tasks and appointments.
• Creates and sends requests for group appointments and meetings.
• Views retrieves and updates own calendar entries in accordance with procedures and conventions.
• Assists in developing administrative process flow to and from other functions and departments.
• Coordinates preparation and distribution of standard reports (e.g. status or activity).
• Processes and documents requirements for equipment or staff requisitions.
• Manages current equipment service agreements and support services.
• Develops and maintains physical and electronic filing systems.
• Performs all aspects of administrative support for a location or a department.

Essential Skills Experience and Certifications

• Experience working in an office environment utilizing office management systems and procedures.
• Experience in problem solving and proven ability to be flexible when needed.
• Excellent written and verbal communication skills.
• Experience in effective time management and multi-tasking in an ever-changing environment.

Education

• Higher vocational training in a relevant discipline with 2-year post-related experience or a secondary educational qualification with 4-years post-related experience.

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