C005457 Administrative Assistant (NS) - THU 8 Oct

Deadline Date: Thursday 8 October 2026
Requirement: Administrative Assistant
Location: Sigonella, IT
Full Time On-Site: Yes
Time On-Site: 100%
Total Scope of the request (hours): 350
Required Start Date: 13 November 2026
End Contract Date: 31 December 2026
Required Security Clearance: NATO SECRET
Duties & Role:
Role: Acts as a crucial link between management and other staff by facilitating essential administrative support and ensuring smooth day-to-day operations of the office. Provides administrative support to the leadership team by managing schedules, coordinating correspondence, organizing meetings and maintaining records.
Duties:
Assists the team/manager in ensuring they have the information needed to support ongoing team processes.
Assists in planning for meetings.
Liaises and organises across functions.
Updates and maintains office policies and procedures.
Assists in developing administrative process flow to and from other functions.
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.
Inputs, calculates and analyses data in spreadsheets by the use of basic functions such as if, sum, count or average using simple and conditional formulas.
Requirements
Skills, Knowledge & Experience:
The candidate has a security clearance (NATO Secret), provided by the national security organization valid at the time of submission of the bid and covering the period of the contract.
Education: Higher vocational training in a relevant discipline with 2 years post-related experience. Or a secondary educational qualification with 4 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.
Work of the NCI Agency is conducted in the English language (basic Italian desirable)
Level 3 English language skills according to NATO STANAG 6001: Listening (3); Speaking (3); Reading (3); and Writing (3) or according to Common European Framework of Reference for Language level B2-C1/Upper Intermediate-Advanced level)

Work arrangement
No