Deadline Date: Wednesday 31 July 2024Requirement: Administrative AssistantLocation: Grazzanise, ITALYFull Time On-Site: YesTime On-Site: 100%Not to Exceed Rate: 38 EURTotal Scope of the request (hours): 560Required Start Date: 2 September 2024End Contract Date: 31 December 2024Required Security Clearance: NATO SECRETDuties And RoleUnder the direction of the FSP Senior Service Manager, the incumbent will perform duties such as the following:Supporting the SSM with day-to-day service reporting, administrative, change, and project management support as requested, to include:Collecting, collating, verifying and analysing data on Services and Service Management processes;Collaborating with Information and Knowledge Management (IKM) providing data / information accuracy;Ensuring service quality, delivering value to the Customer, and deliver operational efficiency;Timely processing, dispatching, assigning and correcting service requests or tickets within the ITSM toolset based on SDM guidance.Ensuring that material submitted has been properly formatted and co-ordinated (as per the Agency's official formatting guidelines), reviewed for consistency, completeness and clarity;Safely storing, submitting, disposing of sensitive material of various media formats;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.
This will include, but may not be limited to:Developing and implementing administration concepts and processes in support of FSP operation.Making arrangements for travel/in-theatre assignments, including associated NATO Travel Authorization, reserving accommodation, submitting security clearances/visit requests, and related procedures;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;Staffing straightforward memoranda, notes and cover letters to documents;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;This will include correcting language usage where necessary, copying and distributing as appropriate;Filing of correspondence and documents in accordance with the Agency's procedures and providing assistance in obtaining requested documents;Acting as a point of contact for supported team members and deal diplomatically and effectively with a wide variety of issues, including answering enquiries and incoming telephone calls, and assisting in the scheduling of the day to day business within / across the FSP;Maintaining electronic database/diaries for supported staff check correspondence between calendars/attendance lists, leave cards and travel duty;Determining, controlling and maintaining the information flow, including e-mail and fax traffic within the supported team;Developing and maintaining entries to the relevant information systems, including SharePoint sites, common mail boxes, related information stores and calendars, liaising with NIMSC IKM;Producing Power Point presentations as required;Assist staff in following all human-resources related procedures in accordance with NATO and Agency directives; this includes reporting as required;Support incoming / transitioning FSP staff in on-boarding or out-processing;Liaise with local NSB and/or other ACO units for administrative procedures regarding the FSP;Deputizing for higher grade staff;RequirementsPerforming other duties as may be required.Skill, Knowledge ExperienceThe candidate must have a currently active NATO SECRET security clearanceHigher vocational training in a relevant discipline with 1 years post-related experience.
Or a secondary educational qualification with 3 years post-related experience.Minimum of 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 and established web page;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:Prior working experience in Service, Programme and Project Management, with good knowledge in associated frameworks, tools and techniquesPrior 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.
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