C004356 Management Assistant (NS) - MON 8 Sep

Deadline Date: Monday 8 September 2025

Requirement: Management Assistant

Location: The Hague, NL

Full Time On-Site: Yes

Time On-Site: 100%

Total Scope of the request (hours): 420

Required Start Date: 20 October 2025

End Contract Date: 31 December 2025

Required Security Clearance: NATO SECRET

Duties & Role:

NATO Digital Workplace Centre (NDWC) is accountable to the General Manager for the consolidated Agency consultation and collaboration services that comprise the current Digital Workplace, covering the operational NATO services, across all content classifications and security domains, for desktop computing, mail, instant messaging, video teleconference (VTC), content services platforms, telephony, printing and mobility services.

Responsibilities also cover the organisation and support of all digital events, meetings and large-scale conferences for both the Agency and NATO stakeholders.

Furthermore, the NDWC also has the responsibility for driving the future roadmaps of these services across the NATO Enterprise to enable a NATO Digital Workplace through new services.

The NDWC is led from its headquarter location in the Agency campus in The Hague (Netherlands). The majority of the technical staff and technical capabilities are located in Agency facilities in Braine L'Alleud, Mons, Brussels (Belgium), The Hague (Netherlands) and Oeiras (Portugal).

The Chief of the NDW Centre is supported by the Office of the Chief that provides NDWC wide administrative support and staff management actions.

As part of the Office of the Chief administrative team, you will be providing administrative support ensuring the efficient daily operation of the NATO Digital Workplace Centre (NDWC) offices.

Duties are as follows, but not limited to:

• Coordinating and scheduling meetings, appointments, travel arrangements and events for Chief NDWC.
• Assisting in the preparation and editing or formatting of reports, presentations, and other documents.
• Maintaining and organizing files, records and databases, both electronic and physical.
• Handling incoming and outgoing correspondence, including phone calls, emails, and other correspondence on behalf of management.
• Minute taking and recording of actionable items including ensuring action items are completed.
• Act as Internal IT requirements point of contact.
• Supervise the internal training of the NDWC staff including the coordination of all input and administration.
• Manage and supervise the administrative team.
• You will report directly to the Head Office of the Chief

Specific Working Conditions: Able to travel to NHQ, Mons and Braine L'Alleud regularly

Skill, Knowledge & Experience:

• The candidate must have a currently active NATO SECRET security clearance
• We're looking for a talented and knowledgeable Senior Administrative Assistant with ideally a higher vocational training in a relevant discipline such as Administration and 2 years of post-related experience. A different qualification coupled with particularly relevant experience may also be considered.

You should also have:

• Experience in leading a small team
• Demonstrated skills in the use Microsoft applications including Share Point
• Proven experience working in a fast-paced and dynamic environment
• Demonstrated proactive approach in organisation and maintenance of the customer relationship, customer onboarding, customer communication and follow-up
• Demonstrable experience of working in Administrative roles delivering results working with limited supervision
• Work experience in roles with significant client/customer service functions
• Ability to build strong working relationships cross functionally
• Essential requirement: Practical experience/knowledge in working with NCI Agency or any other NATO agencies or organizations such as NATO HQ IS/IMS, ACO, ACT
• Prior experience of working in an international environment comprising both military and civilian elements