Principal Assistant for NATO with security clearance

The Hague - Netherlands

Monthly Salary: Not Disclosed

Posted on: 8 hours ago

Vacancies: 1 Vacancy

Job Summary

Would you like to join the leading international intergovernmental organization

The Principal Assistant will provide comprehensive portfolio/project support assist with High Security Managed Objectives (HSMO) tasks manage resources efficiently deliver administrative support coordinate customer-facing communications and contribute to project delivery efforts.

Responsibilities:

Portfolio programme and project support

Makes sure that support services are delivered effectively across portfolios and projects.

Applies and recommends appropriate control solutions for planning scheduling and tracking project activities.

Configures and maintains project management tools and provides clear guidance on related procedures processes and techniques.

Offers basic advice and clarification on the development of individual project proposals.

HSMO Tasks

Assists to maintain information registers and makes sure data is kept up to date.

Supports users in locating saving and organizing information in line with established guidance.

Escalates any concerns or issues with information handling to senior team members.

Assists with straightforward data-quality activities such as correcting file names or updating metadata.

Resource Management

Assists in the effective planning coordination and control of project resources.

Helps to ensure that resources are allocated and monitored appropriately so that project deadlines are met.

Business administration

Assists the team or manager in gathering and providing the information needed to support ongoing team processes.

Helps to plan and prepare for meetings.

Sets up and offers clear guidance on software procedures processes tools and techniques for administration and workplace productivity.

Liaises and coordinates activities across functions.

Updates and maintains office policies and procedures.

Additional duties for this post:

Customer-facing duties

Providing information about the organisations services facilities or procedures.

Administrative and coordination duties

Scheduling and confirming appointments meetings or reservations.

Organising updating and maintaining files records and basic databases or spreadsheets.

Preparing and internally coordinating Statements of Work (SOW) for release to agency customers.

Contributing as needed in project delivery: review project documents site implementation change management risk & issue management etc.

Preparing and maintaining project plans (including service now activities)

Assisting in resource allocations

Create maintain and administer project plans as needed on behalf of Project Managers;

Coordinate with Resource Managers in respect to availability of resources to undertake activities on projects;

Monitoring project performance and approving time from resources;

Maintain project portals and document libraries;

Report on project status;

Performs other duties as may be required.

Essential Qualifications & Experience:

Portfolio/Project Support (5-7 years): Configuring MS
Project/ServiceNow planning/tracking activities budget management expense tracking financial reporting project presentations
HSMO/Information Management (5 years): SharePoint administration data quality/metadata management records handling documentation/procedure writing
Resource Management (4 years): Resource planning/coordination onboarding personnel staffing coordination
Business Administration (5 years): Meeting coordination crossfunctional liaison policy/procedure development basic user training
Customer-Facing Communication (8 years): Service communication appointment scheduling multi-channel customer interaction stakeholder relations
Project Delivery Support (4-5 years): SOW preparation project planning performance monitoring risk/change management lessons learned
Microsoft Office Automation (5 years): Advanced Excel (budget/data analysis) Word PowerPoint Outlook Teams proficiency
English Communication (10 years): Excellent spoken/written English professional correspondence presentations
Key Soft Skills (8 years each): Initiative & Flexibility: Problem-solving adaptability in fast-paced environments
Interpersonal Skills: Collaboration customer-service mindset stakeholder support

Desired Skills:

Social media management
Personnel onboarding
Expense tracking/financial admin
Presentation support
Procedure documentation
Training delivery
MS Project/ServiceNow expertise
SharePoint governance knowledge

Education:

Bachelors degree in either Economics Finance Human Resources Business Administration or relevant discipline with 7 years post related experience

If youve read the description and feel this role is a great match wed love to hear from you! Click Apply for this job to be directed to a brief questionnaire. It should only take a few moments to complete and well be in touch promptly if your experience aligns with our needs.

Would you like to join the leading international intergovernmental organizationThe Principal Assistant will provide comprehensive portfolio/project support assist with High Security Managed Objectives (HSMO) tasks manage resources efficiently deliver administrative support coordinate customer-facing...