ASO Administrative Coordinator

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 – C004664

Role Duties and Responsibilities

Knowledge management

• Organises knowledge assets and oversees the life cycle of identifying, capturing, classifying, storing, and maintaining assets.
• Facilitates sharing, collaboration and communication of knowledge.
• Implements specific knowledge management initiatives.
• Monitors the use and impact of knowledge.
• Interrogates existing knowledge content to identify issues, risks, and opportunities.

Business administration

• Manages the delivery of business administration services.
• Manages time and diary for individual senior managers and leadership teams.
• Filters and prioritises meeting requests.
• Handles sensitive, confidential information.
• Ensures managers have the information and resources needed to support ongoing processes and changes in processes.

Desktop Tools

• Consults others on the use and interconnectivity of the tools.
• Applies advanced features and functions of all key office products.
• Participates in evaluation of new office support tools.
• Determines which office products can interact and how to share data.
• Diagnoses common software problems and works on the resolution.
• Works with all kinds of office support software to finish complex tasks.

Office Administration

• Assists in developing administrative process flow to and from other functions and departments.
• Coordinates preparation and distribution of standard reports (e.g. status or activity).
• Processes and documents requirements for equipment or staff requisitions.
• Manages current equipment service agreements and support services.
• Develops and maintains physical and electronic filing systems.
• Performs all aspects of administrative support for a location or a department.
• Establish and maintain communication channels with stakeholders.

Essential Skills, Experience and Certifications

• Proven experience in working independently and applying appropriate judgement when handling confidential materials.
• Experience in drafting accurate and concise minutes, reports, documents, etc.
• Experience in the application of strong planning, analytical and problem-solving skills.
• Proven ability to build relationships with staff at various levels and across departments.

Working Location

• Brussels, Belgium

Working Policy

• Onsite

Travel

Some travel to other NATO sites may be required.