Governance & Management Secretariat Support

Jobtailor; Brussel; Sur place; EUR 45 000 - 65 000; Plein temps

Résumé du poste

Jobtailor in Brussels seeks an experienced Documentation & Compliance Coordinator to administer and update AFS knowledge portals, govern taxonomy, metadata standards and the lifecycle of articles, FAQs, and multimedia assets.

You will run status meetings, track KPIs, prepare executive summaries; coordinate authors, reviewers, legal/compliance teams, and external partners; and design document workflows in DMS tools to ensure accuracy and timely delivery.

Qualifications

• Higher vocational training in a relevant discipline with 4 years post-related experience
• Strong verbal and written communication for interacting with clients, staff, and management
• Meticulousness in checking documents for errors and ensuring accuracy
• Prior experience in an international environment comprising military and civilian elements
• Ability to handle unexpected issues, challenges, and shifting priorities
• Ability to manage multiple tasks, prioritize, and meet deadlines
• Ability to work independently or as part of a team
• Knowledge of ITIL Foundation best practices
• National Or NATO Secret Personal Security Clearance

Responsabilités

• Administer and update AFS information knowledge portals
• Govern portal taxonomy, metadata standards, and lifecycle of articles, FAQs, and multimedia assets
• Conduct status meetings, track KPIs, and prepare executive summaries
• Prepare, format, organize, and quality-check documents for review or distribution
• Coordinate authors, reviewers, legal/compliance teams, and external partners
• Design, implement, and monitor document workflows using DMS tools
• Generate status dashboards, identify bottlenecks, and propose process improvements
• Record meeting discussions, organize captured content, and deliver draft minutes
• Provide logistical and communications support for conference attendees, including registration, identity and compliance checks, welcome, orientation, escort, issue resolution, and materials distribution
• Schedule meetings, prepare invitations and agendas, attach pre-reads, capture decisions, maintain action-item registers, circulate minutes and updates, manage distribution lists, compile KPI snapshots, report progress to senior leadership, and improve processes

Connaissances

Document Management Systems

Microsoft Office Suite

KPI Tracking

Verbal And Written Communication

ITIL Foundation

Formation

Higher vocational training

Secondary education + 6 years experience

Outils

DMS Tools

SharePoint

Description du poste

• Administer and update AFS information knowledge portals on low and high side
• Govern portal taxonomy, metadata standards, and lifecycle of articles, FAQs, and multimedia assets
• Conduct status meetings, track KPIs, and prepare executive summaries
• Prepare, format, organize, and quality-check documents for review or distribution
• Coordinate authors, reviewers, legal/compliance teams, and external partners
• Design, implement, and monitor document workflows using DMS tools
• Generate status dashboards, identify bottlenecks, and propose process improvements
• Record meeting discussions, organize captured content, and deliver draft minutes
• Provide logistical and communications support for conference attendees, including registration, identity and compliance checks, welcome, orientation, escort, issue resolution, and materials distribution
• Schedule meetings, prepare invitations and agendas, attach pre-reads, capture decisions, maintain action-item registers, circulate minutes and updates, manage distribution lists, compile KPI snapshots, report progress to senior leadership, and improve processes

Requirements

• Higher vocational training in a relevant discipline with 4 years post-related experience, or a secondary educational qualification with 6 years post-related experience
• Strong verbal and written communication for interacting with clients, staff, and management
• Meticulousness in checking documents for errors and ensuring accuracy
• Prior experience working in an international environment comprising military and civilian elements
• Ability to handle unexpected issues, challenges, and shifting priorities
• Ability to manage multiple tasks, prioritize, and meet deadlines
• Ability to work independently or as part of a team
• Expertise in Microsoft Office Suite: Word, Excel, PowerPoint, Outlook, and SharePoint
• Awareness/Knowledge of ITIL Foundation
• Valid National or NATO Secret personal security clearance

Core Competencies

Demonstrates expertise in document management systems and workflow design, ensuring accuracy and quality in documentation while effectively coordinating with diverse teams. Proficient in managing multiple tasks and priorities in a fast-paced, international environment.

Highest-signal resume keywords

• Document Management Systems
• Microsoft Office Suite
• KPI Tracking
• Verbal And Written Communication
• ITIL Foundation

Hard Skills

• Document Workflow Design
• Quality Checking
• Taxonomy Governance
• Metadata Standards
• Process Improvement
• Status Dashboard Generation
• Meeting Coordination
• Logistical Support
• Content Organization
• Executive Summaries Preparation

Soft Skills

• Meticulousness
• Problem-Solving
• Team Collaboration
• Time Management
• Adaptability

Certifications & Qualifications

• National Or NATO Secret Personal Security Clearance

Industry Keywords

• International Environment
• Military And Civilian Elements

Tools & Technologies

• DMS Tools
• SharePoint