Requirement: Senior Administrative Assistant
Location: Bydgoszcz, POLAND
Full Time On-Site: Yes
Time On-Site: 100%
Not to Exceed Rate: 31 EUR
Total Scope of the request (hours): 280
Required Start Date: 7 December 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
Duties & Role:
Knowledge management
- Maintains a knowledge management database.
- Contributes to the definition of policies, standards, and guidelines for knowledge management
- Maintains and implements information handling procedures
- Leverages knowledge of a specialism to capture and classify content, taking expert advice when required.
- Acts as learning coordinator within the OE
- Books and organises learning activities within the OE
- Updates and controls training records, including attainment of certificates and accreditations.
- Assists the team/manager in ensuring they have the information needed to support ongoing team processes.
- Assists in planning for meetings.
- Sets up and provides detailed guidance on software, procedures, processes, tools and techniques for administration and workplace productivity.
- Liaises and organises across functions.
- Updates and maintains office policies and procedures.
- 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.
- Explains the use of features including address books, distribution lists, and bulletin boards.
- Manages in-processing and out-processing procedures for arriving and departing personnel.
- Assists in developing administrative process flow to and from other functions and departments (Task Tracker - TT+).
- Coordinates preparation and distribution of standard reports (e.g. status or activity).
- Processes and documents requirements for equipment or staff requisitions.
- Performs all aspects of administrative support for a location or a department.
Skills, Knowledge & Experience:
- The candidate must have a currently active NATO SECRET security clearance
- Higher vocational training in a relevant discipline with 1-year post-related experience or a secondary educational qualification with 3-years post-related experience.
- Experience working in an office environment utilizing office management systems and procedures.
- Experience in problem solving and proven ability to be flexible when needed.
- Excellent written and verbal communication skills.
- Proven experience in effective time management and multi-tasking in an ever-changing environment.
- Extensive knowledge and experience (3+ years) in the use of Microsoft office automation packages (Word, Excel, PowerPoint and database applications)
- SharePoint design, admin and/or management training.
