Duties & Role (what the person will do)

Under the direction of the Business Area Chief (primarily), the incumbent will:

• Provide administrative support as a key member of the NIMSC Front Office to the Business Area Chief, Business Manager, and other NIMSC management staff as required.

• Screen, filter, and prioritise incoming communications, meeting requests, visitor requests, and email traffic.

• Plan, monitor, and optimise diaries, schedules, and calendar for the Business Area Chief.

• Prepare and follow up on meetings with the Business Area Chief, as required.

• Plan and prepare travel and accommodation for the Business Area Chief and Business Manager.

• Act as point of contact for coordinating NIMSC assigned actions via Agency Tasker Tracker, and support internal allocation via the NIMSC Action Log.

• Support preparation of the Business Area Chief correspondence and signature folder.

• Draft presentations, briefings, and reports (including references, historic information, and context).

• Prepare, review, coordinate, store, release, and follow up on:

  • Management-In-Confidence

  • Personnel-In-Confidence

  • All formal NIMSC correspondence

• Organise, coordinate, minute, and follow up meetings, workshops, and events hosted by the Business Area Chief (as required).

• Prepare summaries/abstracts of received information; identify incomplete/incorrect/inconsistent information, clarify, and present to the Business Area Chief.

• Support development and improvement of top-level NIMSC Intranet pages and foster Business Area Chief communication to the NIMSC workforce.

• Represent the Business Area professionally as the focal point of contact across all communication channels.

• Perform other duties as required.

• Deputise for higher grade staff, if required.

Requirements (Skill, Knowledge & Experience)

Education & experience (baseline)

• Higher vocational training in a relevant discipline with 1 year post-related experience, OR
  Secondary educational qualification with 3 years post-related experience.

• At least 1 year of experience in responsible administrative jobs (or equivalent combination of qualifications and experience).

Skills & competencies (required)

• Demonstrated skills in Microsoft Office (Word, Excel, PowerPoint, SharePoint) and databases.

• Excellent spoken and written English with proven ability to communicate effectively orally and in writing.

• Proven experience with document management systems and SharePoint.

• Experience requiring initiative and a flexible approach to reliably respond to changing requirements in a demanding environment.

• Demonstrable experience working with a minimum of supervision.

Desirable (nice-to-have)

• Thorough knowledge of NATO/NCIA administrative regulations and procedures.

• Experience taking minutes at meetings and accurately transcribing them.

• Previous experience providing administrative support to executives.

• Prior experience working in an international environment (military and civilian elements).

• Knowledge of NATO responsibilities and organisation, including ACO and ACT