Administrative Support Specialist (Multiple Vacancies in Geilenkirchen and Ulm)

ABOUT YOU

We are hiring highly motivated Administrative Support Specialists for NATO in various administrative support roles in two locations: Geilenkirchen (NAEW&C Force) and Ulm (JSEC). The vacancies are related to different functional areas such as:

• Infrastructure, Facility Management Coordination;
• Supply and Logistics Operations;
• Finance (Financial Systems, Procurement, Budget, Accounting, Contracting);
• Personnel Administration/HR (In-Processing, Permits, Recruitment, Life-Cycle Management, Payroll);
• Healthcare Administration, Socio-medical Field;
• Administrative Support for Projects;
• Travel, Transportation Management;
• Graphics;
• General Administration.

The ideal candidates will have a very strong administrative background, with proven experience in managing complex office systems, correspondence, scheduling, and handling sensitive information and bring experience in one or more of the functional fields listed above.

All roles require excellent organizational skills, proficiency in office software and function related computerized systems, and a keen attention to detail to ensure efficient operations across various departments. Additionally, candidates must bring some experience and expertise in one or more functional areas.

Each position comes with an additional set of responsibilities closely related to the functional area. For each functional area, we will only consider applicants with proven professional experience in that field. During the pre-screening, candidates will have the opportunity to express their preference with regards to the location (Geilenkirchen and/or Ulm) as well as to the functional field (as listed in this advertisement).

KEY RESPONSIBILITIES (FOR ALL POSITIONS)

Within the context of the functional area:

• Provide comprehensive administrative support, including managing correspondence, maintaining filing systems, and coordinating meetings and appointments;
• Assist with data collection, preparation of reports, and processing of sensitive data and documents while ensuring accuracy and consistency;
• Organize and oversee operational processes, such as scheduling, handling communications, and maintaining records;
• Liaise with various entities and/or authorities to facilitate smooth operations and ensure compliance with regulations;
• Ensure proper documentation, including drafting, editing, and finalizing correspondence, reports or any other relevant documentation as required;
• Manage confidential and time-sensitive information effectively, ensuring deadlines are met;
• Main focus of the administrative duties will be related to the functional area where the post is assigned, to include using and managing function related computerized/automated systems and databases;
• Ensure that administrative support functions run smoothly, creating a collaborative and productive work environment.

ADDITIONAL RESPONSIBILITIES

As applicable for the functional area, the incumbent will assume a wide range of roles and responsibilities (routine and ad-hoc).

REQUIRED QUALIFICATIONS

Education:

Secondary education with relevant vocational training in administrative, clerical, or a related field and/or in any discipline related to the functional area (higher education may be required for specific positions).

Experience:

At least 2 years of experience in administrative roles, with a proven ability to manage complex office procedures, handle various routine and ad-hoc tasks simultaneously, and maintain organized systems (more extensive experience may be required for specific positions).

Skills:

• Proficiency in office software (Microsoft Office Suite, databases), collaboration tools and function related computerized systems;
• Excellent communication skills (verbal and written), including proficiency in writing emails, reports, memos and the ability to communicate effectively with various stakeholders both on the phone and in person;
• Excellent organizational and time management skills and the ability to prioritize and manage complex tasks independently and work with minimum supervision;
• Ability to handle unexpected tasks and various office challenges, and willingness to learn;
• Must be able to work structured and disciplined within the framework of available policy, regulations and instructions;
• Self-motivation and the ability to demonstrate care for the organization.

Languages:

• Good command of English (both written and spoken) is required for all positions;
• Adequate German proficiency level is required for some positions.

ADDITIONAL REQUIREMENTS FOR SPECIFIC ROLES (BASED ON POSITION)

On a support function level, knowledge, training or experience in

• Infrastructure, Facility Management Coordination;
• Supply and Logistics Operations;
• Finance (Financial Systems, Procurement, Budget, Accounting or Contracting);
• Personnel Administration/HR (In-Processing/Permits, Recruitment, Life-Cycle Management or Payroll);
• Healthcare Administration, Socio-medical Field;
• Administrative Support for Projects;
• Travel, Transportation Management;
• General Administration.

SUPPORTING DOCUMENTATION

Please attach any documentation (proof of highest education, diplomas, certificates, testimonials etc.) that you consider to be particularly relevant to the qualification requirements specified in this advertisement. Any documentation submitted in a language other than English must be accompanied by at least an unofficial translation. Please note that upon taking up duties, candidates will be asked to provide original certificates of their education and professional experience as relevant for this vacancy.

CONTRACT

Serving civilian members of NATO will be offered a contract in accordance with the NATO Civilian Personnel Regulations.

Newly recruited staff will be initially offered a definite duration contract of three years. Thereafter, an indefinite duration contract might be offered.

WHAT DO WE OFFER?

• Excellent tax-free salary, including (where eligible) expatriation, family and children’s allowances and additional privileges for expatriate staff;
• Education allowance for children (where appropriate) and an excellent private health insurance scheme;
• Generous annual leave and home leave (if eligible);
• Retirement Pension Plan.

The salary value indicated in this advertisement is based on NATO’s Single Salary Spine.

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