Administrative Assistants DCOS Support/ DCOS Operations

Overview

Provides staff workflow and information management support within the Management Directorate. Analyzes and manages administrative functions to ensure efficient completion of assigned tasks.

Key Responsibilities

• Analyzes, prioritises and manages the administrative functions of the Office.
• Provides functional management and administration of Core Systems/Applications.
• Maintains and controls schedules, rosters and leave requests.
• Acts as Fund Manager.
• Monitors and controls Operation Directorate travel hospitality and representational funds.
• Oversees the budget for the funding of assigned functional area activities and tasks.
• Coordinates the procurement of budgetary expenditures.
• Acts as the Information Management Officer.
• Acts as Communications and Information Services Supporting Officer (CSO).
• Coordinates travel and protocol arrangements.
• Acts as alternate Security Officer and Document Control Officer (DCO) and as Branch Security Officer (BSO).
• Acts as Terminal Area Security Officer (TASO).
• Prepares agendas, programmes, minutes and supporting documentation for meetings.
• Maintains links and contacts with NATO and civilian authorities.
• Processes invitations, prepares guest lists, seating plans, coordinates support service and finance for social events.
• Maintains the appointment and suspense calendars.
• Acts as travel clerk.
• Undertakes work as part of a project team or working group.
• Oversees the smooth administrative functioning of the office.
• Processes all office correspondence.
• Ensures preparation and handling of all documents for signature.
• Takes administrative notes and minutes and keeps records of meetings.
• Contributes to the tracking process of taskers.
• Handles telephone calls and electronic mail.
• Acts as the security and documents control officer for the office.
• Provides and maintains office supplies and stationary.
• Solicits, consolidates and submits funds requirements for inclusion in the yearly budget screening and mid-year review.

Required Experience

• 2 years of professional experience in personal secretarial and administrative role.
• 4 years professional experience in an executive administrative role in an executive office setting.
• Experience with protocol, security, and accounting rules and procedures.

Qualifications

Secondary education and basic training in task-related skills.

Other Details