Senior Assistant Internal Audit

NCIM; Brussel; On-site; EUR 40,000 - 55,000; Full time

Job summary

NCIM seeks an experienced administrative assistant to support IA operations. You will facilitate information flow, maintain IA documentation and organize meetings, conferences, and travel arrangements in accordance with Agency procedures.

The role involves drafting correspondence and preparing formal documents with accuracy and timely delivery. Candidates should have strong English, MS Office and SharePoint skills, plus experience with databases and web page maintenance; higher vocational

Qualifications

• Excellent command of spoken and written English; able to communicate clearly.
• Experience with personal computer office automation packages including Microsoft applications.
• Familiarity with databases and data handling concepts.
• Ability to take initiative and adapt to changing requirements in a demanding environment.
• Strong interpersonal skills and customer-focused approach.
• Full time on-site work; NATO Secret security clearance required.

Responsibilities

• Facilitate input, extraction and maintenance of information on internal Agency sources.
• Maintain the IA documentation and assist in organizing meetings, workshops and conferences.
• Handle administrative tasks: facility bookings, memos, invitations and linguistic services.
• Arrange travel/theatre assignments, travel authorization, accommodation and security clearances.
• Enter information in IMIS with supporting documents.
• Prepare correspondence and documents using Word/Excel/graphics per guidelines.
• Correct language usage, copy and distribute materials as appropriate.
• Prepare proof copies of IA reports for review and signatures; coordinate printing and distribution.
• Process web formatted information and maintain web pages.
• Act as a point of contact for IA staff and manage inquiries and scheduling.
• Control information flow and e-mail traffic within the office.
• Draft memoranda, notes and cover letters; prioritize and process work efficiently.
• File correspondence per procedures and assist in obtaining documents.
• Guide staff in following procedures and provide appropriate advice.
• Liaise with Agency staff and external contacts on IA issues.
• Perform duties of Unit IKM Officer and Learning Officer on behalf of the function.
• Deputize for higher grade staff when required; perform other duties as needed.

Skills

English proficiency

Microsoft Office

SharePoint

Interpersonal skills

Initiative & flexibility

Communication (oral & written)

Education

Higher vocational training in relevant discipline

Secondary educational qualification

Tools

SharePoint

IMIS

Microsoft Word

Excel

Web page maintenance

Job description

Duties

• Facilitate the input, extraction and maintenance of information on internal Agency sources relevant to the daily operation.
• 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.
• 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.
• 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.

Requirement

• Higher vocational training in a relevant discipline with 2 years post-related experience.
• Or a secondary educational qualification with 4 years post-related experience.
• 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.
• Full time on-site: Yes.
• Required Security Clearance: NATO Secret.

Preferences

• 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;