C005418 Senior Assistant Internal Audit (NS) - WED 21 Oct

EMW, Inc.; Brussel; On-site; EUR 42,000 - 56,000; Full time

Job summary

EMW, Inc. in Brussels invites applications for a Senior Assistant Internal Audit. The role supports the Head Internal Audit with information management, IA documentation, meeting logistics, and travel/expense processing, using IMIS and SharePoint.

Requirements include an active NATO SECRET clearance, 2+ years in admin support, and excellent English. The position is on-site in Brussels with full-time hours and a contract ending 31 December 2026.

Qualifications

• The candidate must hold an active NATO SECRET security clearance.
• 2 years post-related experience with higher vocational training or 4 years with secondary qualification.
• At least 2 years in a progressively responsible administrative support role.
• Proficiency with MS Office and SharePoint.
• Familiarity with databases.
• Excellent command of spoken and written English.
• Strong initiative, flexibility and customer-facing skills.
• Excellent interpersonal skills for diverse stakeholders.

Responsibilities

• Input, extract and maintain information using IMIS for daily operations.
• Maintain IA documentation and assist in meetings and conferences.
• Arrange travel, accommodations, approvals, and related logistics.
• Enter travel and purchase orders into IMIS with supporting documents.
• Prepare correspondence and complex reports per formatting guidelines.
• Prepare proofs of IA reports for review and distribution.
• Manage web content and IA pages using SharePoint.
• Serve as point of contact for IA staff and external contacts; manage schedules.
• Draft memoranda and notes; filing and document control.
• Deputize for higher grade staff and perform other duties as required.

Skills

Active NATO SECRET clearance

SharePoint proficiency

Microsoft Office

English communication

Data entry / IMIS familiarity

Database familiarity

Interpersonal communication

Initiative and flexibility

Education

Higher vocational training in relevant discipline

Secondary education with related experience

Tools

SharePoint

IMIS

MS Office

Job description

Deadline Date: Wednesday 21 October 2026

Requirement: Senior Assistant Internal Audit

Location: Brussels, BE

Full Time On-Site: Yes

Time On-Site: 100%

Total Scope of the request (hours): 273

Required Start Date: 26 November 2026

End Contract Date: 31 December 2026

Required Security Clearance: NATO SECRET

Duties & Role:

Under the direction of Head Internal Audit, the incumbent will perform duties such as the following:

• Facilitate the input, extraction and maintenance of information on internal Agency sources relevant to the daily operation. This will typically entail working with the Agency's IMIS, to access various financial, operational and managerial data available through the Agency web based tools;
• Maintain the IA documentation
• Assist the IA staff in organizing meetings, workshops and conferences in accordance with Agency procedures. Be responsible for the administrative organizational aspects including requesting conference facilities/hotel accommodation, processing approvals/memos/invitations, requesting linguistic services, quotes from caterers and support to participants;
• Make arrangements for travel / in-Theatre assignments, including associated NATO Travel Authorization, reserving accommodation, submitting security clearances / visit requests, and preparing purchase orders for conference/exhibition fees;
• Enter relevant information in IMIS along with supporting documentation. This includes travel and purchase orders;
• Preparation of correspondence, reports and documents often of a complex technical nature to include tabulation and formulae, using word processing, spreadsheet and graphics applications, in accordance with the Agency's official document formatting guidelines. This will include the correction of language usage where necessary, copying and distributing as appropriate;
• Prepare and circulate proof copies of formal IA reports for necessary review and signatures, ensuring final copies are forwarded for printing, and appropriate distribution lists are forwarded;
• Prepare and process web formatted information and maintain the information on the web pages. This will require familiarity with SharePoint application software;
• Act as a point of contact for the IA staff and deal diplomatically and effectively with a wide variety of issues, including answering enquiries and incoming telephone calls, and assisting in the scheduling of the day-to-day business. Determining, controlling and maintaining the information flow, including e-mail traffic within the office;
• Drafting of straightforward memoranda, notes and cover letters to documents. Prioritising work and processing it accurately and speedily;
• Filing of correspondence and documents in accordance with the Agency's procedures and providing assistance in obtaining requested documents;
• Assist staff in following the Agency's procedures and guidelines and give appropriate advice;
• Liaise with staff of the Agency and external contacts on issues relating to IA;
• Perform the roles and corresponding duties of Unit IKM Officer and Learning Officer, on behalf of the function;
• Deputize for higher grade staff, if required
• Perform any other duties as may be required.

Skills, Knowledge & Experience:

• The candidate must have a currently active NATO SECRET security clearance
• Higher vocational training in a relevant discipline with 2 years post-related experience. Or a secondary educational qualification with 4 years post-related experience.
• At least two years' experience in a progressively responsible technical and administrative support job;
• Demonstrated skills in use of personal computer office automation packages, currently Microsoft applications to include Share Point;
• Familiarity with databases;
• Excellent command of spoken and written English, with a proven ability to communicate effectively both orally and in writing;
• Ability to take initiative and a flexible approach allowing the incumbent to respond reliably and competently to changing requirements in a demanding environment;
• Excellent inter-personal skills, and the ability to be responsive and sensitive to both external and internal customers and staff.

Desirable Experience and Education:

• Vocational education in software related and Internet based technologies related to business administration and MIS packages, databases and application software;
• Experience in maintaining web pages;
• Experience within the IA domain;
• Prior experience of working in an international environment comprising both military and civilian elements;
• Knowledge of NATO responsibilities and organization, including ACO and ACT;