C004899 Administrative Assistant (NS) - TUE 30 Jun

Deadline Date: Tuesday 30 June 2026

Requirement: Administrative Assistant

Location: The Hague, NL

Full Time On-Site: Yes

Time On-Site: 100%

Total Scope of the request (hours): 670

Required Start Date: 3 August 2026

End Contract Date: 31 December 2026

Required Security Clearance: NATO SECRET

Duties & Role:  

Under the direction of Deputy Chief C2 Centre, the incumbent will provide comprehensive administrative support to the C2 Centre.

The incumbent will act as a point of contact for supported team members and deal diplomatically and effectively with a wide variety of issues, including answering enquiries and assisting in the scheduling of the day-to-day business. These will include, but not limited to, the following duties:

• Be the point of contact for Agency's Tasker Tracker. Attend the bi-weekly meetings and maintain the internal C2 Centre Action List. Ensure timely coordination of taskers within the C2 Centre;
• Be responsible for recruitment tracking and on-boarding of new staff members. Participate in recruitment update meetings and maintain the recruitment tracking data. Coordinate the provision of personal equipment, office space allocation, etc. Assist with the off-boarding of departing staff;
• Act as the Information and Knowledge Management (IKM) Officer within C2 Centre. Attend monthly IKM meetings, develop and maintain the C2 collaboration portal according to the Agency guidelines, assign reference numbers to the official documents and correspondence. Maintain electronic distribution lists, chat rooms, relevant information about C2 Centre's personnel, etc. Filing of correspondence and documents in accordance with the Agency's procedures and providing assistance in obtaining requested documents from NCI Agency's Central Registry. Picking up and distributing physical mail from the Registry;
• Be the point of contact for Performance Management related matters. Prepare the weekly update status reports for management. Liaise with Chief People Office to communicate any changes. Assist staff members in queries related to Performance Management tools;
• Be the point of contact for E-Leave related matters. Prepare update status report when requested. Liaising with Chief People Office to communicate any changes;
• Act as Alternate Training Authority. Process the Training Requests for C2 Centre staff members according to the NCI Academy guidelines. Be a Point of Contact between the C2 Centre and NCIA Academy and other training providers. Request quotes and process the Purchase Orders in Enterprise Business Application (EBA). Ensure timely communication between Academy and the C2 Centre;
• Assist 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 and access of visitors to NCIA premises. Process electronic purchase requests into financial control systems as required;
• Make arrangements for travel/in-Theatre assignments, including associated NATO Travel Authorization, reserving accommodation where appropriate, submitting security clearances/visit requests, and preparing purchase orders for conference/exhibition fees;
• Preparation of correspondence, reports, requisitions, purchase orders and other documents often of a complex technical nature, using word processing, spreadsheet and graphics applications, in accordance with the Agency's official document formatting guidelines;
• Deputize for higher grade staff, if required;
• Perform other duties as may be required.

Skills, Knowledge & Experience:

• The candidate must have a currently active NATO SECRET security clearance
• Higher vocational training in a relevant discipline with 1 years post-related experience. Or a secondary educational qualification with 3 years post-related experience.
• Sound knowledge and experience in the use of Microsoft office automation packages (SharePoint Word, Excel, PowerPoint and Access or other database application), in the use of computer- based tools for maintaining established web pages;
• Excellent command of spoken and written English, with a proven ability to communicate effectively 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 Experience and Education:

• Experience with SharePoint at administration level;
• Experience with Project Management Tools;
• Prior experience of working in an international environment comprising both military and civilian elements;
• Knowledge of NATO responsibilities and organization, including ACO and ACT.