Administrative Assistant

The Hague, Netherlands Deadline: 01-07-2026 Posted: 18-06-2026 #17017

Duties

  • Serve as the primary point of contact for the Agency Tasker Tracker, attending bi-weekly meetings, maintaining the C2 Centre Action List, and ensuring timely coordination and completion of assigned taskers.

  • Manage recruitment tracking and onboarding activities, including participation in recruitment meetings, maintaining recruitment data, coordinating office allocation, equipment provisioning, and supporting staff offboarding processes.

  • Act as the Information and Knowledge Management (IKM) Officer for the C2 Centre by maintaining collaboration portals, managing document registration and filing, maintaining distribution lists and personnel information, and ensuring compliance with Agency information management procedures.

  • Coordinate correspondence management, including document filing, retrieval of records from the Central Registry, and distribution of physical and electronic mail.

  • Serve as the focal point for Performance Management activities, preparing status reports, liaising with the Chief People Office, and supporting staff with performance management tools and processes.

  • Serve as the focal point for E-Leave administration, preparing reports and coordinating updates with the Chief People Office.

  • Act as Alternate Training Authority, processing training requests, coordinating with the NCIA Academy and external training providers, obtaining quotations, creating purchase orders, and ensuring effective communication regarding training activities.

  • Organize and coordinate meetings, workshops, conferences, and official events, including venue arrangements, accommodation bookings, approvals, invitations, linguistic services, catering, visitor access, and participant support.

  • Process purchase requests and financial documentation within Agency financial management systems.

  • Arrange official travel and in-theatre assignments, including travel authorizations, accommodation bookings, security clearance requests, visit requests, and conference or exhibition registrations.

  • Prepare and maintain correspondence, reports, requisitions, purchase orders, presentations, spreadsheets, and other administrative documentation in accordance with Agency standards.

  • Provide administrative support to management and staff within the C2 Centre.

  • Deputize for higher-grade staff when required.

  • Perform additional duties as assigned.

Requirements

Essential Requirements

  • Higher vocational training in a relevant discipline with at least 1 year of relevant professional experience; or a secondary education qualification with at least 3 years of relevant professional experience.

  • Proven experience in administrative support, office coordination, or business support functions.

  • Strong proficiency in Microsoft Office applications, including SharePoint, Word, Excel, PowerPoint, and database applications.

  • Experience using computer-based collaboration, document management, and information management tools.

  • Excellent written and verbal communication skills in English.

  • Strong organizational and coordination skills with the ability to manage multiple priorities simultaneously.

  • Ability to work independently, take initiative, and adapt to changing requirements in a fast-paced environment.

  • Excellent interpersonal and customer service skills with the ability to interact effectively with diverse stakeholders.

  • Experience preparing reports, correspondence, presentations, and administrative documentation.

  • Eligibility to obtain or hold a NATO Secret Security Clearance.

Desirable Requirements

  • Experience administering SharePoint environments.

  • Experience using project management and task-tracking tools.

  • Previous experience working in an international organization with both civilian and military personnel.

  • Knowledge of NATO structures, responsibilities, and organizations, including ACO and ACT.

  • Experience supporting recruitment, onboarding, training coordination, or performance management processes.

  • Experience organizing conferences, workshops, and international meetings.

  • Familiarity with procurement, purchase order processing, and financial administration systems.

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