Administrative Coordinator

Spektrum have a wide range of exciting opportunities in several global locations.  We are always looking to add great new talent to our team and look forward to hearing from you.

Spektrum supports apex purchasers (NATO, UN, EU, and National Government and Defence) and their Tier 1 supplier ecosystem with a wide range of specialist services. We provide our clients with professional services, specialised aerospace and defence sales, delivery, and operational subject matter expertise. We are looking for personnel to join our team and support key client projects.

Who we are supporting 

The NATO Communication and Information Agency (NCIA) is responsible for providing secure and effective communications and information technology (IT) services to NATO's member countries and its partners. The agency was established in 2012 and is headquartered in Brussels, Belgium.

The NCIA provides a wide range of services, including:

• Cyber Security: The NCIA provides advanced cybersecurity solutions to protect NATO's communication networks and information systems against cyber threats.


• Command and Control Systems: The NCIA develops and maintains the systems used by NATO's military commanders to plan and execute operations.


• Satellite Communications: The NCIA provides satellite communications services to enable secure and reliable communications between NATO forces.


• Electronic Warfare: The NCIA provides electronic warfare services to support NATO's mission to detect, deny, and defeat threats to its communication networks.


• Information Management: The NCIA manages NATO's information technology infrastructure, including its databases, applications, and servers.

Overall, the NCIA plays a critical role in ensuring the security and effectiveness of NATO's communication and information technology capabilities.

The program

Assistance and Advisory Service (AAS)

The NATO Communications and Information Agency (NCI Agency) is NATO’s principal C3 capability deliverer and CIS service provider. It provides, maintains and defends the NATO enterprise-wide information technology infrastructure to enable Allies to consult together under Article IV, and, when required, stand together in the face of attack under Article V.

To provide these critical services, in the modern evolving dynamic environment the NCI Agency needs to build and maintain high performance-engaged workforce. The NCI Agency workforce strategically consists of three major categorise's: NATO International Civilians (NIC)'s, Military (Mil), and Interim Workforce Consultants (IWC)'s. The IWCs are a critical part of the overall NCI Agency workforce and make up approximately 15 percent of the total workforce.

Role ID – C004949

Role Duties and Responsibilities

• Organises knowledge assets and oversees the life cycle of identifying, capturing, classifying, storing, and maintaining assets.


• Facilitates sharing, collaboration and communication of knowledge.


• Implements specific knowledge management initiatives.


• Monitors the use and impact of knowledge.


• Interrogates existing knowledge content to identify issues, risks, and opportunities.


• Manages the delivery of business administration services.


• Manages time and diary for individual senior managers and leadership teams.


• Filters and prioritises meeting requests.


• Handles sensitive, confidential information.


• Ensures managers have the information and resources needed to support ongoing processes and changes in processes.


• Consults others on the use and interconnectivity of the tools.


• Applies advanced features and functions of all key office products.


• Participates in evaluation of new office support tools.


• Determines which office products can interact and how to share data.


• Diagnoses common software problems and works on the resolution.


• Works with all kinds of office support software to finish complex tasks.


• Assists in developing administrative process flow to and from other functions and departments.


• Coordinates preparation and distribution of standard reports (e.g. status or activity).


• Processes and documents requirements for equipment or staff requisitions.


• Manages current equipment service agreements and support services.


• Develops and maintains physical and electronic filing systems.


• Performs all aspects of administrative support for a location or a department.


• Establish and maintain communication channels with stakeholders.


• Directs and supports on- and off- boarding of all CSSC personnel;


• Tracks, uploads, and distributes all official in- and out-going CSSC correspondence;


• Drafts, verifies official letters/MfDs;


• Maintains CSSC vehicle fleet records;


• Monitors and controls all registered CSSC visitor badges;


• This role will also deputise the responsibilities of Learning Officer and / or Information Knowledge Management focal point for the Branch;


• Perform other duties as may be required.

Essential Skills, Experience and Certifications

• Proven experience in working independently and applying appropriate judgement when handling confidential materials;


• Experience in drafting accurate and concise minutes, reports, documents, etc;


• Experience in the application of strong planning, analytical and problem-solving skills;


• Strong knowledge of MS Office (including Excel databases, SharePoint user knowledge);


• Prior experience with any ERP (Enterprise Resource Planning) tool;


• Proven ability to build relationships with staff at various levels and across departments.

Education

• Higher vocational training in a relevant discipline with 3-years post- related experience, or a secondary educational qualification with 5- years post-related experience.

Working Location

• Brunssum, Netherlands

Working Policy

• Onsite

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance

We never know what new opportunities might be just over the horizon. If this opportunity isn't for you, please feel free to send us your resume anyway and be the first to know if something suitable for your skills and experience comes up.