Executive Assistant/Business Analyst

Duties: 

Under the overall direction of Management, the incumbent of the position will work across the Service Lines, including all operational cells and to perform duties such as the following:
• Provides direct staff-level support to the assigned Management and/or Service Areas;
• Support to deliver and update financial reports;
• Support to resource planning with the NII HPPO, HSMO and Service Area Owners across the Service Line;
• Support to deliver Service Area’s Project Management Deliverables (e.g. Reports, Plans, Protocols);
• Support to update the Risk/Opportunity Register and monitor & control mitigation activities and deliverables;
• Support to update the Issue Register and monitor & control related activities and deliverables;
• Support to create and maintain Management Plans, Briefings, Presentations, and Reports;
• Support to NSII Knowledge Management and NSII Portal Content Management;
• Support the Quarterly Financial Report for the NSII Service Line.
• Provide direct support to SLC/DSLC is maintained with the HPPO office
• Provide direct support to SAOs/PMs/SDMs in respect of the delivery of projects/services
• Coordinate the Project Board inputs, meetings, and outputs process within HPPO
• Provide KPI metrics to Service Areas and follow up on observations
• Monitoring and control of metrics
• Contribute to meetings with relevant Service Line management and staff
• Participation in weekly management meetings
• Monitor resource allocation across relevant Service Areas and key skill sets and report issues/ observations for rectification
• Manage/oversee the NSII Risk Management process
• Provide Quality Assurance checks on Project Management Deliverables
• Provide guidance, training and mentoring and assistance to the Service Line
• Support and contribute to the internal NSII guidance and development process
• Support the Service Area in the provision of CP&P Review information
• Providing Direct Service Line support to the POLARIS programme
• Deputize for equal or higher grade staff;
• Performs other duties as may be required.

Requirements: 

• Current experience in resource planning and personnel management with NATO;
• EPM experience;
• Analytical / Data interrogation skills;
• Strong problem solving ability;
• Change management experience within NCIA;
• Creation and maintenance of Management reports;
• Knowledge of NCIA Business Intelligence tools;
• Current experience in budgetary planning and management;
• Awareness of Project Management Framework / Methodologies such as PRINCE II, PMP;
• Current experience in the preparation of statistical analysis and appropriate mechanisms to document and present the findings in an academic or comparable environment will be considered;
• Demonstrated skills in Microsoft Office suite, including Word, Excel, PowerPoint, SharePoint and Access;
• Sharepoint development experience (Create, Manage and Update sites and lists);
• Excellent command of spoken and written English, with a proven ability to communicate effectively orally and in writing;
• Current knowledge of NATO organization, internal structure and relationships;
• Knowledge of current working practice of NSIP processes/procedures;
• Ability to take initiative and a flexible approach allowing the incumbent to respond reliably and competently to changing requirements in a demanding environment; 
• Good organisational, coordination and communication skills;
• process creation, improvement and development;
• Experience of general document drafting & preparation;
• Creation and delivery of presentations, briefings and reports
• Quality Assurance of documentation;
• Due to the sensitivity of the work, he/she must possess an unequivocal level of trust and discretion.