Grazzanise, Italy | Posted on 07/19/2024
Language: High proficiency level in English language
EXPERIENCE AND EDUCATION: Essential Qualifications/Experience: · Higher vocational training in a relevant discipline with 1 year post-related experience. Or a secondary educational qualification with 3 years post-related experience.
· 1+ year of recent experience in administrative work.
· Sound knowledge and experience in the use of Microsoft Office automation packages (Word, Excel, PowerPoint, and Access or other database application), in the use of computer-based tools for project control, and experience in maintaining an established web page.
Desirable Qualifications/Experience: · Prior working experience in Service, Programme, and Project Management, with good knowledge in associated frameworks, tools, and techniques.
· Prior experience of working in an international environment comprising both military and civilian elements.
· ITIL Foundation certification.
· PRINCE2 Foundation certification.
· Knowledge of NATO responsibilities and organization, including ACO and ACT.
DUTIES/ROLE: · Supporting the SSM with day-to-day service reporting, administrative, change, and project management support as requested, to include:
ü Collecting, collating, verifying, and analyzing data on Services and Service Management processes.
ü Collaborating with Information and Knowledge Management (IKM) providing data/information accuracy.
ü Ensuring service quality, delivering value to the Customer, and delivering operational efficiency.
ü Timely processing, dispatching, assigning, and correcting service requests or tickets within the ITSM toolset based on SDM guidance.
ü Ensuring that material submitted has been properly formatted and coordinated (as per the Agency's official formatting guidelines), reviewed for consistency, completeness, and clarity.
ü Safely storing, submitting, and disposing of sensitive material of various media formats.
ü Maintaining the relevant reports to meet NIMSC DCIS reporting requirements based on relevant Service Level Agreements or Operational Level Agreements (SLA/OLA).
· Provide comprehensive administrative support to the FSP Team:
ü Developing and implementing administration concepts and processes in support of FSP operation.
ü Making arrangements for travel/in-Theatre assignments, including associated NATO Travel Authorization, reserving accommodation, submitting security clearances/visit requests, and related procedures.
ü Chairing/leading meetings, workshops, and conferences in accordance with Agency procedures. Being responsible for the administrative organizational aspects including requesting conference facilities/hotel accommodation, processing approvals/memos/invitations, organizing support to participants.
ü Staffing straightforward memoranda, notes, and cover letters to documents.
ü Preparing 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.
ü This will include correcting language usage where necessary, copying, and distributing as appropriate.
ü Filing of correspondence and documents in accordance with the Agency's procedures and providing assistance in obtaining requested documents.
ü Acting as a point of contact for supported team members and dealing diplomatically and effectively with a wide variety of issues, including answering inquiries and incoming telephone calls, and assisting in the scheduling of the day-to-day business within/across the FSP.
ü Maintaining electronic database/diaries for supported staff, checking correspondence between calendars/attendance lists, leave cards, and travel duty.
ü Determining, controlling, and maintaining the information flow, including e-mail and fax traffic within the supported team.
ü Developing and maintaining entries to the relevant information systems, including SharePoint sites, common mailboxes, related information stores, and calendars, liaising with NIMSC IKM.
ü Producing PowerPoint presentations as required.
ü Assisting staff in following all human-resources related procedures in accordance with NATO and Agency directives; this includes reporting as required.
ü Supporting incoming/transitioning FSP staff in on-boarding or out-processing.
ü Liaising with local NSB and/or other ACO units for administrative procedures regarding the FSP.
· Deputizing for higher grade staff.
· Performing other duties as may be required.
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