Senior Assistant Internal Audit

Brevco Services; Brussel Hoofdstad; Hybrid; EUR 42,000 - 60,000; Full time

Job summary

Brevco Services is seeking an experienced administrative professional to support IA-related activities. You will manage information input, maintain IA documentation, and help organize meetings and conferences in a demanding environment.

Responsibilities include coordinating travel, processing approvals and invitations, preparing complex reports, and maintaining web content via SharePoint. Strong English, initiative, and interpersonal skills are essential.

Qualifications

• Higher vocational training with 2 years post-related experience or secondary qualification with 4 years post-related experience.
• At least two years' experience in a technical and administrative support role.
• Demonstrated skills with PC office automation, including Share Point.
• Familiarity with databases.
• Excellent spoken and written English.
• Ability to take initiative and adapt in demanding environments.
• Strong inter-personal skills with internal and external stakeholders.
• Nice to have: ICT/IA related education and experience.

Responsibilities

• Input, extract and maintain information on internal Agency sources (IMIS, etc.).
• Maintain IA documentation and organize meetings, workshops and conferences.
• Arrange travel/theatre assignments, approvals, and linguistic services.
• Prepare correspondence, reports and documents to formatting guidelines.
• Prepare proofs of IA reports and ensure distribution.
• Prepare and manage web-formatted information and maintain web pages (SharePoint).
• Liaise with IA staff and handle inquiries and scheduling.
• Draft memoranda and notes; file correspondence per procedures.
• Assist staff with Agency procedures and guidance; liaise with internal/external contacts.
• Perform Unit IKM Officer and Learning Officer duties; deputize as needed.

Skills

English proficiency

Initiative

Inter-personal skills

Education

Higher vocational training

Secondary education with 4 years experience

Tools

SharePoint

Microsoft Office

Job description

• · 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 Qualifications/Experience:

• · 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

DUTIES/ROLE:

• · 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

Job requirements

All the mandatory requirements have to be met in order to apply.

• • Higher vocational training in a relevant discipline with 2 years post-related experience. Or a secondary educational qualification with 4 years post-related experience (Mandatory)
• • At least two years experience in a progressively responsible technical and administrative support job (Mandatory)
• • Demonstrated skills in use of personal computer office automation packages, currently Microsoft applications to include Share Point (Mandatory)
• • Familiarity with databases (Mandatory)
• • Excellent command of spoken and written English, with a proven ability to communicate effectively both orally and in writing (Mandatory)
• • Ability to take initiative and a flexible approach allowing the incumbent to respond reliably and competently to changing requirements in a demanding environment (Mandatory)
• • Excellent inter-personal skills, and the ability to be responsive and sensitive to both external and internal customers and staff (Mandatory)
• • Vocational education in software related and Internet based technologies related to business administration and MIS packages, databases and application software (Nice to have)
• • Experience in maintaining web pages (Nice to have)
• • Experience within the IA domain (Nice to have)
• • Prior experience of working in an international environment comprising both military and civilian elements (Nice to have)
• • Knowledge of NATO responsibilities and organization, including ACO and ACT (Nice to have)