We are seeking a qualified individual to join NATO Communication and Information Agency (NCIA) and support the Assistance and Advisory Service (AAS) program. The primary responsibility will be overseeing administrative and operational support tasks for the Senior Management Board (SMB).
Who We Are Supporting
The NATO Communication and Information Agency (NCIA) provides secure and effective communications and IT services to NATO member countries. NCIA offers services such as Cyber Security, Command & Control Systems, Satellite Communications, Electronic Warfare, and Information Management.
The Program
Assistance and Advisory Service (AAS) delivers and defends NATO’s enterprise‑wide IT infrastructure, ensuring operational readiness and support for NATO’s command and control capabilities.
Role ID – C004888
Role Duties and Responsibilities
- Capture, structure and maintain SMB tasking in a centralized action tracker.
- Monitor progress, follow up on outstanding actions to ensure timely delivery.
- Prepare SMB meetings: develop agenda, coordinate inputs, produce briefing materials.
- Prepare reports and statements as requested by SMB Head.
- Record meeting minutes, maintain decision and action logs.
- Consolidate stakeholder inputs into structured reports and operational summaries.
- Provide SMB Head with clear visibility of ongoing activities, risks, bottlenecks.
- Support drafting of structured communications on behalf of SMB leadership.
- Monitor adherence to established processes and flag inconsistencies, delays, or risks.
- Maintain workforce trackers: posts, vacancies, hiring status.
- Track recruitment actions, onboarding, status updates.
- Maintain financial tracking logs: Purchase Requisitions (PRs), Purchase Orders (POs), invoices, work confirmations.
- Maintain ERM‑related task trackers: service requests, SNOW tickets, R2R actions.
- Consolidate data inputs for RM reporting.
- Ensure ERM‑related documentation is structured, current, and audit‑ready.
- Maintain organized SharePoint repositories and document libraries.
Essential Skills, Experience and Certifications
- Relevant professional experience may be considered in lieu of formal qualifications.
- Minimum 3–5 years of experience in administrative, coordination or operational support roles.
- Experience coordinating day‑to‑day operations within a structured, fast‑paced environment.
- Experience supporting governance activities and leadership meetings (agenda preparation, minutes, action logs).
- Ability to prepare structured reports, operational summaries, dashboards and professional correspondence.
- Proven experience maintaining organized, traceable, audit‑ready documentation.
- Strong proficiency in Microsoft Excel for advanced tracker management, data consolidation and reporting.
- Experience structuring and maintaining SharePoint sites or similar platforms for operational coordination.
- Ability to coordinate effectively across stakeholders and functions under tight timelines in a matrix environment.
Desirable Skills, Experience and Certifications
- Bachelor’s degree (or equivalent) in Business Administration, Management or related field.
- Familiarity with service management principles and coordination of operational workflows.
- Experience supporting financial or procurement tracking activities (e.g., PR/PO monitoring).
- Relevant SharePoint certification or advanced user experience.
- Experience supporting reporting activities, dashboards or briefing materials for leadership visibility.
- Experience in an international, governmental or defence environment.
Education
- Minimum of A–levels (or equivalent) supplemented by vocational qualification or professional experience.
Working Location
Northwood, Great Britain.
Working Policy
Remote work may be authorized on an exceptional basis, subject to project requirements and prior approval.
Travel
Some travel to other NATO sites may be required.
Security Clearance
Valid National or NATO Secret personal security clearance.
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