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 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.
• Information Management: The NCIA manages NATO's information technology infrastructure, including its databases, applications, and servers.

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 categorise's: 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 FSP Wesel Senior Service Manager (SSM), the incumbent will perform duties such as the following:

Supporting the SSM with day-to-day service reporting, administrative, change, and project management support as requested, to include:

• Collecting, collating, verifying and analysing data on Services and Service Management processes;
• Collaborating with Information and Knowledge Management (IKM) providing data / information accuracy;
• Ensuring service quality, delivering value to the Customer, and deliver operational efficiency;
• Timely processing, dispatching, assigning and correcting service requests or tickets within the ITSM toolset based on SSM guidance.
• Ensuring that material submitted has been properly formatted and co-ordinated (as per the Agency's official formatting guidelines), reviewed for consistency, completeness and clarity;
• Safely storing, submitting, disposing of sensitive material of various media formats;
• Maintaining the relevant reports to meet NIMSC DCIS reporting requirements based on relevant Service Level Agreements or Operational Level Agreements (SLA / OLA);

Provide comprehensive administrative support to the FSP Team. This will include, but may not be limited to:

• Developing and implementing administration concepts and processes in support of FSP operation.
• Making arrangements for travel/in-Theatre assignments, including associated NATO Travel Authorization, reserving accommodation, submitting security clearances/visit requests, and related procedures;
• Chairing / leading meetings, workshops and conferences in accordance with Agency procedures. Being responsible for the administrative organizational aspects including requesting conference facilities/hotel accommodation, processing approvals/memos/invitations, organizing support to participants;
• Staffing straightforward memoranda, notes and cover letters to documents;
• Preparing correspondence, reports and documents often of a complex technical nature to include tabulation and formulae, using word processing, spreadsheet and graphics applications, in accordance with the Agency's official document formatting
• guidelines;
• This will include correcting language usage where necessary, copying and distributing as appropriate;
• Filing of correspondence and documents in accordance with the Agency's procedures and providing assistance in obtaining requested documents;
• Acting as a point of contact for supported team members and deal diplomatically and effectively with a wide variety of issues, including answering enquiries and incoming telephone calls, and assisting in the scheduling of the day to day business within /
• across the FSP;
• Maintaining electronic database/diaries for supported staff check correspondence between calendars/attendance lists, leave cards and travel duty;
• Determining, controlling and maintaining the information flow, including e-mail and fax traffic within the supported team;
• Developing and maintaining entries to the relevant information systems, including SharePoint sites, common mail boxes, related
• information stores and calendars, liaising with NIMSC IKM;
• Producing Power Point presentations as required;
• Assist staff in following all human-resources related procedures in accordance with NATO and Agency directives; this includes reporting as required;
• Support incoming / transitioning FSP staff in on-boarding or outprocessing;
• Liaise with local NSB and/or other ACO units for administrative procedures regarding the FSP;
• Deputizing for higher grade staff;
• Performing other duties as may be required.

Essential Skills and Experience

• Minimum of 1 year of recent experience in administrative work;
• Sound knowledge and experience in the use of Microsoft office automation packages (Word, Excel, PowerPoint and Access or other database application), in the use of computer-based tools for project control and experience in maintaining and established web page;
• 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;
• Excellent inter-personal skills and the ability to be responsive and sensitive to both external and internal customers and staff.

Education

• Higher vocational training in a relevant discipline with 1 years post-related experience. Or a secondary educational qualification with 3 years post-related experience

Desirable Experience and Education

• Prior working experience in Service, Programme and Project Management, with good knowledge in associated frameworks, tools and techniques
• Prior experience of working in an international environment comprising both military and civilian elements;
• ITIL Foundation certification;
• PRINCE2 Foundation certification;
• Knowledge of NATO responsibilities and organization, including ACO and ACT.

Working Location

• Wesel, DE

Working Policy

• On-Site

Travel

• Some travel to other NATO sites may be required

Contract Duration

• May 2024 – Dec 2024

Security Clearance

• Valid National or NATO Secret personal security clearance