Primary Location: Italy-La Spezia
NATO Body: Centre for Maritime Research and Experimentation (CMRE)
Schedule: Full-time
Application Deadline: 19 January 2025
Salary (Pay Basis): 3,586.64 EUR (Monthly)
Grade: NATO SSS Grade G8 (ABCL B3)
Clearance Level: NS
Appointment will be subject to receipt of a NATO SECRET security clearance (provided by the national Authorities of the selected candidate) and approval of the candidate's medical file by the CMRE Medical Adviser.
We are seeking a passionate and talented Assistant Office Support to join our innovative team at CMRE.
If you are proactive and organized and you would like to support streamline operations in a cutting-edge research environment, apply now! POST CONTEXT This is a position within the Centre for Maritime Research and Experimentation (CMRE), an organization of the North Atlantic Treaty Organization (NATO).
CMRE is an established, world-class scientific research and experimentation facility that organizes and conducts scientific research and technology development, centred on the maritime domain, delivering innovative and field-tested Science & Technology (S&T) solutions to address defence and security needs of the Alliance.
The position is within the Administrative Offices of the Centre.
The Assistant Office Support will be responsible for providing administrative support and operational assistance to ensure the smooth functioning of the Office.
The work will be done in close collaboration with other organizational elements, interacting with various office support assistants within CMRE or external stakeholders.
PRINCIPAL DUTIES Provide general administrative support;Draft, edit, format, and proof-read correspondence, reports, presentations, and other documents;Maintain, organize, manage and update electronic and physical documents, records, and databases, ensuring proper archiving, in accordance with CMRE standards;Manage schedules and coordinate appointments, meetings, and conferences to include videoconferences and telephone conferences;Prepare, coordinate, and distribute agendas, minutes, and reports;Assist in day-to-day management;Assist in implementing policies and procedures in line with NATO standards;Handle classified or sensitive documents in compliance with NATO and CMRE policies and protocols;Act as the point of contact for internal and external stakeholders, redirecting as necessary;Enter information and purchase requests into the NATO automated financial systems;Enter and handle visitors in the visitors management system;Handle travel arrangements, including accommodation and transportation, as required;Support with onboarding activities;Assist with the organization of visits, meetings, and conferences as required, to include requests for security and accommodation, social activities, and on-site support during the events;Serve as back-up for other office support assistants.SPECIAL REQUIREMENTS AND ADDITIONAL DUTIES Flexibility Clause: The incumbent may be required to perform other related duties as directed.
All other related duties should correspond with the required competencies for the job.
Deployment/Travel: The incumbent may be required to undertake TDY assignments within and outside NATO boundaries.
ESSENTIAL QUALIFICATIONS Professional/Experience: Qualifications and/or experience that align with the principal duties;Proficiency in Microsoft Office;Excellent organizational and time management skills;Experience in drafting documents, minutes, reports, etc.
;Thorough understanding of office management procedures.Education/Professional Experience: A higher vocational training in a relevant discipline with 1 year post-related experience;or
A secondary educational qualification with 3 years post-related experience in a similar role.Language Requirements: A thorough knowledge of one of the two NATO languages, both written and spoken, is essential and some knowledge of the other is desirable.English SLP 3333.NOTE: Most of the work of CMRE is conducted in the English language.
DESIRABLE QUALIFICATIONS Bachelor degree in a relevant discipline;Professional working experience as an office administrative assistant of more than 3 years;Professional working experience as an executive assistant of at least 1 year;Working experience in the public sector, preferably in an international organization;Knowledge of computer tools (SharePoint, Time Accounting and Leave Management software);English SLP 4444;Italian SLP 2222;French SLP 2222.ATTRIBUTES/COMPETENCIES The successful candidate possesses the following competencies/personal attributes:
Processing, gathering, and decoding information efficiently within the given timeframe;Structuring work of different tasks by making priority lists efficiently within the given timeframe;Excellent communication skills, both oral and written - able to communicate at all levels;Very good interpersonal skills.
Solicits inputs and encourages others;Innovative and driven.
Always displaying sound judgement;Excellent time management and organizational skills.All CMRE personnel are expected to conduct themselves in accordance with the current NATO Code of Conduct agreed by the North Atlantic Council (NAC), and thus display the core values of integrity, impartiality, loyalty, accountability, and professionalism.
REMARKS The duties are performed in an office environment.
HOW TO APPLY: Applications are to be submitted using the NATO Talent Acquisition Program (NTAP) here.
Applications submitted by other means are not accepted.
NTAP allows adding attachments.
Essential information must be included in the application form.
Particular attention should be given to the Education and Experience section.
Each question should be answered completely.
Expressions such as "please see annex / enclosed document" or invitations to follow links to personal webpages are not acceptable and will be disregarded.
All answers should be in English preferably, or French.
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