Senior Internal Audit Administration Lead

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

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