Project & Administrative Assistant

Portugal, Oeiras, NCI Agency
B2B hourly rate EUR 25-35
28 Mar 2017
25 Apr 2017
Clearance Level
Job Type

Sapienza is recruiting a Project & Administrative Assistant to work with NCIA in Portugal. The Project & Administrative Assistant provides the NCISS Relocation Team with a full range of administrative services, working within the envelope of the FGFS program.


  • He/she will provide support activities, including document drafting and distribution, preparation of agenda and reports, organisation of meetings, and action documentation resulting from these meetings in accordance with NATO administrative procedures, including updating databases and webpages
  • He/she will represent the NCISS Relocation Manager in dealings with HN, the VNC and CSU staff at OF3/A3 level
  • They will take notes at meetings, prepare and issue decision sheets resulting from these meetings
  • Draft memoranda and cover letters to national and NATO authorities, as required
  • Also supports the team in their Travel on Duty (TDY) requests, involving arranging transports, accommodation, preparing and tracking travel expenses claims, preparing and maintaining reference and correspondence files, and maintaining a schedule of meetings, trips and activities
  • He/she also manages the information flow and publication of documentation relating to the work of assigned committees, using available tools as provided by the Agency
  • Moreover the assistant will use existing sources and under his/her own initiative gather necessary information to immediately start supporting the NCISS Relocation Team


  • At least eight years relevant experience
  • Practical experience in working for NATO agencies or organizations
  • Current NATO/National security clearance
  • To be able to rapidly contribute based on recent experience on similar NATO projects
  • Highly developed sense of responsibility and ability to work with minimum supervision
  • Clarity, accuracy, flexibility, and teamwork competencies
  • Able to work with dispersed geographical teams
  • Sound administrative skills with recording of meetings, archiving, and portal maintenance
  • Sound experience with Microsoft Office applications including MP Project
  • Knowledge of SharePoint workflows and automated data processing tools
  • Has interpersonal savvy to influence stakeholders to deliver updates and content
  • Accuracy and attention to detail
  • Fluent in English, knowledge of the Portuguese language would be advantageous
  • Desired experience:
  • NATO/National security cleared with at least 12 months remaining
  • Recent experience with administrative support of project teams
  • Current and qualified with recognised project management skills