General Office Support

Location
Brussels (BE)
Salary
Negotiable daily rate
Posted
13 Apr 2018
Closes
25 Apr 2018
Clearance Level
DV, NATO, SC
Job Type
Contract

GENERAL OFFICE SUPPORT

LOCATION: Brussels, Belgium

CLIENT: NATO

DURATION: 1 year renewable

CONTRACT: Consultant

SALARY: Negotiable daily rate

WORK HOURS: Monday to Friday, normal working hours

CLEARANCE: NATO SECRET

SCOPE OF WORK:

The general office staff provides the appropriate administrative support of activities to ensure that the tasks of both the General Manager and Directors are met on time and in line with the executive intent. This coordination includes pro-active planning and coordination with all the necessary elements of the Agency and external engagement with stakeholders, senior committees and boards; as well as preparation and management of the factual, cultural and geographic transition.

TASKS:

  • Provide personal and administrative support ensuring the efficient daily operation of the office, including personal scheduling, document management and making administrative arrangements for visits and duty travels;
  • Act as the first point of contact and deal diplomatically and effectively with issues which arise;
  • Perform administrative and management support duties pertaining to personal-in- confidence work and, in particular, assistance in the preparation and maintenance of personal records. This includes, inter alia, keeping up-to-date personnel records, taking timely action on the preparation of contract renewals and step increments, performance reports, letters of appreciation, arrival and farewell interviews;
  • Compose correspondence and documents using MS Word, Outlook, Excel spread sheets, PowerPoint graphics applications, and SharePoint operations on a personal computer in accordance with the Agency official document formatting guidelines;
  • Answer enquiries and incoming telephone calls, and assist in the scheduling of the day to day business, including maintaining the calendar and schedules;
  • Disseminate correspondence and documents and keep suspense dates;
  • Determine, control and maintain the information flow including e-mail traffic and other communication means within the offices of the Directorate; including prioritizing issues for action based on their schedules;
  • Monitor the circulation of documents and information in coordination with the office leader; ensuring proper co-ordination, accuracy, completeness, clarity and conformity with NATO procedures;
  • Schedule and prepare meetings as required (prepare folders and assemble briefing papers, arrange rooms, catering etc.);
  • Ensure the appropriate organization and coordination of visits and conferences, if required;
  • Attend weekly meetings, preparing and distributing notes of proceedings / actions required;
  • Initiate all follow up actions as appropriate, to include inputs required for consolidated documents and the maintenance and control of a suspense system;
  • Organize rooms, IT equipment and furniture for new staff in coordination with the receiving Admin Assistant;
  • Plan official and personal entertainment functions and liaise as appropriate with other administrative and catering staff etc.;
  • Liaise with other office staff across the NCI Agency as well as external contacts on issues relating to administration, coordination and standardization of internal process;
  • Perform secretarial and administrative duties for other staff as required;
  • Contribute to working groups and projects as required.

REQUIREMENTS:

  • Secondary (or higher) general education, and/or secretarial school with 5 years secretarial post-related experience;
  • Vocational training at a higher administrative level in a relevant discipline, or equivalent combination of qualifications and with 5 years secretarial post-related experience;
  • Competency in the use of the internet and personal computer office automation packages such as Microsoft Office applications;
  • Competency in the creation and management of MS SharePoint sites for information storage, dissemination, and assistance in business workflow management;
  • Ability to work on own initiative in a reliable and trustworthy manner in a demanding environment;
  • Ability to take initiative and a flexible approach allowing the incumbent to respond reliably and competently to changing requirements in a demanding environment;
  • Excellent organizational skills and ability to handle a large volume of work in an efficient and timely manner;
  • Excellent command of spoken and written English with a proven ability to communicate effectively orally and in writing;
  • Ability to communicate effectively both orally and in writing in NATO’s second official language;
  • A high degree of oral and written communicational skills with staff members at all levels;
  • Experience in events organization and coordination;
  • Desirable experience of working in an international environment comprising both military and civilian elements;
  • Knowledge of NATO responsibilities and organization, including the NATO Civilian Personnel Regulations and the NATO Military Authorities;
  • Experience in Senior Management / Front Office duties;
  • Experience with document management and archive systems;
  • Experience/ knowledge of NATO political and operational domains;