Requirement Title: Administrative Assistant (DCSU Front Office)
Location: Mons, Belgium
Full time on-site: Yes
Not to Exceed: 54 Euro
Total Scope of the request (hours): 975
Required Start Date: 9 July 2026
End Contract Date: 31 December 2026
Required Security Clearance: NATO Secret
Please do NOT apply for any NATO contract positions unless you meet ALL the following criteria:
- Current National or NATO SECRET clearance
- Nationality of one of the NATO member countries
- Current work visa for the specific location if applying for an in-country position
Specific Working Conditions: n/a
Duties and Role:
Business administration:
- 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.
- Creates multi-level and repeating tasks for self and others.
- Manages multiple calendars using features such as 'show through' and adding tabs.
- Helps others understand the wide range of functions available with calendaring software.
- Adds notes, attachments or reminders to tasks or appointments for self and others.
- Prints using varied and complex setup, designs and page combinations.
- Compares and contrasts functionality among different releases.
- Consults others on the use and interconnectivity of the tools.
- Participates in some advanced functions of at least one product.
- Participates in evaluation of new office support tools.
- Determines which office products can interact and how to share data.
- Performs first-level problem resolution tasks.
- Works with all kinds of office support software to finish complex tasks.
- Organizes and coordinates large meetings and conferences.
- Contributes to office administration improvements and best practices.
- Consults on a full spectrum of enterprise office administration activities.
- Designs office administration functions and workflow.
- Monitors industry and marketplace trends and directions for office administration.
- Monitors effectiveness of support staff; recommends improvements.
- Manipulates files within different folders, directories, partitions, drives, etc.
- Conducts the use of keyboard and pointing devices such as a mouse or a track ball.
- Opens, closes, sizes and moves windows on a desktop.
- Performs basic file management tasks like open, close, name, save, print.
- Uses menus, toolbars, buttons and other basic GUI (graphic user interface) applications.
- Selects appropriate e-mail functions such as in-box, mail sent, drafts, trash, etc., to retrieve and store mail.
- Follows proper procedures and conventions to retrieve, create, send and store mail in accordance with organizational regulations.
- Performs basic editing functions such as copy, paste, find and replace.
- Explains the use of features including address books, distribution lists, and bulletin boards.
- Uses all basic mail handling features such as reply, forward and carbon copy(cc).
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.
Experience:
- Proven ability to build relationships with a variety of stakeholders.
- Proven experience in working independently and applying appropriate judgement when handling confidential materials.
- Experience in drafting accurate and concise minutes.
- Experience in the application of strong planning, analytical and problem-solving skills.
- Previous experience in providing guidance and applying leadership skills when working with junior administrative assistants.
- NATO Secret security clearance
