Administrative Assistant

**Administrative Assistant
- **Working Location**:Wesel, Germany**
- **Security Clearance**: NATO Secret**
- **Language**:High proficiency level in English language

**EXPERIENCE AND EDUCATION:
**Essential Qualifications/Experience:
- Higher vocational training in a relevant discipline with 1 years post-related experience. Or a secondary educational qualification with 3 years post-related experience
- 1+ year of recent experience in administrative work

**Desirable Qualifications/Experience**:

- 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

**DUTIES/ROLE**:

- 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:
ü Developing and implementing administration concepts and processes in support of FSP operation

ü Making arrangements for travel/in-Theatre assignments, including associated NATO Travel Authorization, reserving accommodation, submitting security clearances/visit requests, and related procedures

ü 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

ü Staffing straightforward memoranda, notes and cover letters to documents

ü This will include correcting language usage where necessary, copying and distributing as appropriate

ü Filing of correspondence and documents in accordance with the Agency's procedures and providing assistance in obtaining requested documents

ü 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

ü Maintaining electronic database/diaries for supported staff check correspondence between calendars/attendance lists, leave cards and travel duty

ü Developing and maintaining entries to the relevant information systems, including SharePoint sites, common mail boxes, related information stores and calendars, liaising with NIMSC IKM

ü Producing Power Point presentations as required

ü Assist staff in following all human-resources related procedures in accordance with NATO and Agency directives; this includes reporting as required

ü Support incoming / transitioning FSP staff in on-boarding or outprocessing

ü Liaise with local NSB and/or other ACO units for administrative procedures regarding the FSP