Senior Assistant Internal Audit

Spektrum; Brussel; On-site; EUR 60,000 - 75,000; Full time

Job summary

Spektrum supports apex purchasers (NATO, UN, EU, and National Government and Defence) with a range of specialist services and subject matter expertise. The NCIA program requires a high-performance, engaged workforce across civilian, military, and interim staff, with roles focused on internal audit support and information management.

The position is based in Brussels, BE, on-site, and involves liaison with IA staff, travel arrangements, and preparation of formal reports.

Qualifications

• Two years of post-related experience in a technical/administrative support role.
• Excellent command of spoken and written English.
• Demonstrated ability to use MS Office and SharePoint.
• Familiarity with databases and information management practices.

Responsibilities

• Assist input, extraction and maintenance of information from internal Agency sources.
• Maintain IA documentation and assist in organizing meetings and events.
• Arrange travel and accommodations, process approvals, and support communications.
• Prepare correspondence, reports and documents according to formatting guidelines.
• Serve as a point of contact and manage information flow within the office.

Skills

English proficiency

Communication

Initiative

Inter-personal skills

Education

Higher vocational training

Secondary education with relevant experience

Tools

SharePoint

Databases

Microsoft Office

Job description

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 communication 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 –C005418

RoleDuties and Responsibilities

• Under the direction of Head Internal Audit, the incumbent will perform duties such as the following:
• Facilitate the input,extractionand maintenance of information on internal Agency sources relevant to the daily operation. This will typically entail working with the Agency's IMIS, to access variousfinancial,operationaland managerial data available through theAgencyweb basedtools;
• Maintain the IA documentation
• Assist the IA staff in organizing meetings,workshopsandconferencesin accordance withAgency procedures.Beresponsible forthe administrative organizational aspects includingrequesting conference facilities/hotel accommodation, processingapprovals/memos/invitations, requesting linguistic services, quotesfrom caterers and support to participants;
• Make arrangementsfor travel / in-Theatre assignments, includingassociated NATO Travel Authorization, reserving accommodation,submittingsecurity clearances / visit requests, and preparingpurchase orders for conference/exhibition fees;
• Enter relevant information in IMIS along with supportingdocumentation. This includes travel and purchase orders;
• Preparation of correspondence,reportsand documents often of acomplex technical nature to include tabulation and formulae, usingword processing,spreadsheetand graphics applications,inaccordance withthe Agency's official document formattingguidelines. This will include the correction of language usagewhere necessary, copying and distributing asappropriate;
• Prepare and circulate proof copies of formal IA reports fornecessary review and signatures, ensuring final copies areforwardedfor printing, andappropriate distributionlists areforwarded;
• Prepare and process web formatted information andmaintaintheinformation on the web pages. This will require familiarity withSharePoint application software;
• Act as a point of contact for the IA staff and deal diplomaticallyand effectively with a wide variety of issues, including answeringenquiries and incoming telephone calls, andassistingin thescheduling of the day-to-day business.Determining,controllingandmaintainingthe information flow, including e-mail traffic withinthe office;
• Drafting of straightforward memoranda,notesand cover letters todocuments. Prioritising work and processing itaccurately and speedily;
• Filing of correspondence and documentsin accordance withtheAgency's procedures andproviding assistancein obtaining requested documents;
• Assiststaff in following the Agency's procedures and guidelines and giveappropriate 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, ifrequired
• Perform any other duties as may berequired

EssentialSkills,Experienceand Certifications

• 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 toinclude Share Point;
• Familiarity with databases;
• Excellent command of spoken and written English, with a provenability to communicateeffectively both orally andin writing;
• Ability to take initiative and a flexible approach allowing theincumbent to respond reliably and competently tochanging requirements in a demanding environment;
• Excellent inter-personal skills, and the ability to be responsiveand sensitive to both external and internal customersand staff.
• Desirable Experience and Education:
• Vocational education in software related and Internet basedtechnologies related to business administration andMIS packages,databasesand application software;
• Experience inmaintainingweb pages;
• Experience within the IA domain;
• Prior experience of working in an international environmentcomprisingboth military and civilian elements;
• Knowledge of NATO responsibilities and organization, includingACO and ACT;

Working Location

• Brussels, BE

Working Policy

• On-site

Travel

• Some travel to other NATO sites may berequired

Security Clearance

• Valid National or NATOSecretpersonal security clearance