Administrative Assistant

Spektrum; United States; Remote; USD 40,000 - 65,000; Full time

Job summary

Spektrum is seeking an experienced HR administrator to join our remote team supporting NATO NCIA projects. You will handle administrative processes across the employee life cycle and work with HR systems including Oracle EBS and Taleo.

Responsibilities include assisting HR staff, drafting communications to customers, and maintaining efficient office procedures. A strong service mindset and excellent communication skills are essential in a high-volume HR Help Desk environment.

Qualifications

• Minimum two years of experience in administrative work in a large organisation, preferably in Human Resources, or related relevant environment.
• Sound experience with Microsoft Office applications (Excel, Outlook, PowerPoint, SharePoint, Word).
• Sound experience with SharePoint.
• Experience working with HR Systems used by NCI Agency such as Oracle EBS, Taleo (or a comparable ATS) and HR ticketing systems.
• Experience with drafting and publishing information to customers on HR Services or relevant environment.
• Excellent interpersonal, communication and organizational skills.
• Experience working in an HR Help Desk environment with a high volume workload and a flexible, service-minded attitude and ability to take initiative.

Responsibilities

• Support HR Staff Services on various administrative processes related to employee life cycle across the 4 main locations.
• Provide constructive suggestions to improve office procedures and actively contribute to existing organizational structure and procedures to maximise use of resources and encourage innovation.
• Performs other duties as may be required.

Skills

MS Office

SharePoint

HR Systems

Communication

HR Help Desk

Tools

Oracle EBS

Taleo

HR ticketing systems

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 communications 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 – C005493

Role Duties and Responsibilities

• Support HR Staff Services on various administrative processes related to employee life cycle across the 4 main locations.
• Provide constructive suggestions to improve office procedures and actively contribute to existing organizational structure and procedures to maximise use of resources and encourage innovation.
• Performs other duties as may be required.

Essential Skills, Experience and Certifications

• Minimum two years of experience in administrative work in a large organisation, preferably in Human Resources, or related relevant environment.
• Sound experience with Microsoft Office applications (Excel, Outlook, PowerPoint, SharePoint, Word).
• Sound experience with SharePoint.
• Experience working with HR Systems used by NCI Agency such as Oracle EBS, Taleo (or a comparable ATS) and HR ticketing systems.
• Experience with drafting and publishing information to customers on HR Services or relevant environment.
• Excellent interpersonal, communication and organizational skills.
• Experience working in an HR Help Desk environment with a high volume workload and a flexible, service-minded attitude and ability to take initiative.

Working Location

• Remote

Working Policy

• Full time, off-site

Security Clearance

• Valid National or NATO Secret personal security clearance