Administrative Assistant

Spektrum have a wide range of exciting opportunities in several global locations.

We are always looking to add great new talent to our team and look forward to hearing from you.

**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.

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;
- 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;
- Developing and maintaining entries to the relevant information systems, including SharePoint sites, common mail boxes, related
- information stores and calendars, liaising wi