Senior 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.

Spektrum supports apex purchasers (NATO, UN, EU, and National Government and Defence) and their Tier 1 supplier ecosystem with a wide range of specialist services. We provide our clients with professional services, specialised aerospace and defence sales, delivery, and operational subject matter expertise. We are looking for personnel to join our team and support key client projects.

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.
• Information Management: The NCIA manages NATO's information technology infrastructure, including its databases, applications, and servers.

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.

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 ID – C004241

Role Background

NATO Digital Workplace Centre (NDWC) is accountable to the General Manager for the consolidated Agency consultation and collaboration services that comprise the current Digital Workplace, covering the operational NATO services, across all content classifications and security domains, for desktop computing, mail, instant messaging, video teleconference (VTC), content services platforms, telephony, printing and mobility services. Responsibilities also cover the organisation and support of all digital events, meetings and large-scale conferences for both the Agency and NATO stakeholders. Furthermore, the NDWC also has the responsibility for driving the future roadmaps of these services across the NATO Enterprise to enable a NATO Digital Workplace through new services. The NDWC is led from its headquarter location in the Agency campus in The Hague (Netherlands). The majority of the technical staff and technical capabilities are located in Agency facilities in Braine L'Alleud, Mons, Brussels (Belgium), The Hague (Netherlands) and Oeiras (Portugal). The Chief of the NDW Centre is supported by the Office of the Chief that provides NDWC wide administrative support and staff management actions.

Role Duties and Responsibilities

• Coordinating and scheduling meetings, appointments, travel arrangements and events for Chief NDWC.
• Assisting in the preparation and editing or formatting of reports, presentations, and other documents.
• Maintaining and organizing files, records and databases, both electronic and physical.
• Handling incoming and outgoing correspondence, including phone calls, emails, and other correspondence on behalf of management.
• Minute taking and recording of actionable items including ensuring action items are completed.
• Act as Internal IT requirements point of contact.
• Supervise the internal training of the NDWC staff including the coordination of all input and administration.
• Manage and supervise the administrative team.
• You will report directly to the Head Office of the Chief

Essential Skills and Experience

• Experience in leading a small team
• Demonstrated skills in the use Microsoft applications including Share Point
• Proven experience working in a fast-paced and dynamic environment
• Demonstrated proactive approach in organisation and maintenance of the customer relationship, customer onboarding, customer communication and follow-up
• Demonstrable experience of working in Administrative roles delivering results working with limited supervision
• Work experience in roles with significant client/customer service functions
• Ability to build strong working relationships cross functionally
• Preferable practical experience/knowledge in working with NCI Agency or any other NATO agencies or organizations such as NATO HQ IS/IMS, ACO, ACT
• Prior experience of working in an international environment comprising both military and civilian elements

Education

• Ideally a higher vocational training in a relevant discipline such as Administration and 2 years of post- related experience.
• A different qualification coupled with particularly relevant experience may also be considered.

Working Location

• The Hague, Netherlands

Working Policy

• On-Site

Travel

• Regular travel to NHQ, Mons and Braine l’Alleud

Security Clearance

• Valid National or NATO Secret personal security clearance

We never know what new opportunities might be just over the horizon. If this opportunity isn't for you please feel free to send us your resume anyway and be the first to know if something suitable for your skills and experience comes up.