Senior Administrative Assistant

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.

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 categorises: 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 – C005070 

Role Duties and Responsibilities  

The incumbent's duties are: 

• Assist the Chief Administrative Assistant in all administrative activities at the site. 

• Support the development of new or improved station internal administrative processes. 

• Liaise, as directed, with other central administrative departments of the Agency, to include NIMSC HRPMO, SATCOM Business Unit Principal Assistant, CPO, Finance, Travel, training, etc. 

• Take all necessary actions to ensure that adequate administrative bedding and other domestic supplies are available. 

• Support all personnel in all administrative activities, namely HR, Finance, travel, training, etc. 

• Perform administrative and clerical duties as required, including: 
  o Keep a registry of all incoming and outgoing correspondence. 
  o Keep a registry of all leave periods, sick leaves. 
  o Prepare all the required documents (TDY, transportation requests). 
• Carry out other duties as directed 

Essential Skills, Experience and Certifications 

• At least 2 years' experience in Administration duties. 

• Significant experience of complete MS Office package 

• Must possess a driving license 

• Educational/Training 

• Higher Secondary education and completed higher vocational training leading to a formal technical or professional certification with 1 years post related experience, or a Secondary education and completed advanced vocational training leading to a professional qualification or professional accreditation with 3 years post related experience. 

• Language Requirements 

• English SLP 2222 (Listening, Speaking, Reading and Writing) 

• The HQ's host nation language is required. 
  NOTE: The work both oral and written in this post and in this 
• Headquarters as a whole is conducted mainly in English. 

Working Location 

• Lughezzano, IT 

Working Policy 

• On-site 

Travel 

• Some travel to other NATO sites may be required 

Security Clearance 

• Valid National or NATO Secret personal security clearance