Administrative Assistant

Administrative Assistant – 3 Posts + 3 Reserves-231338

Primary Location United Kingdom-London

Secondary Location: Estonia-Tallinn

NATO Body Defence Innovation Accelerator for the North Atlantic (DIANA)

Schedule Full-time

Application Deadline 10-Dec-2023, 11:59:00 PM

Salary (Pay Basis): 3,479.59Pound Sterling (GBP) Monthly

Grade NATO Grade G8-G10

1.    OVERVIEW OF DIANA

The Defence Innovation Accelerator for the North Atlantic (DIANA) is NATO’s newest body. From across the Alliance, DIANA will bring together innovators and operational end users to foster a transatlantic ecosystem supporting dual-use ground-breaking innovation in deep technologies. 
DIANA is an independent NATO body comprised of an Allied Board of Directors and a management team - the DIANA Executive (DX). Operating out of regional offices in Europe and in North America, the DX will carry out DIANA’s mission: accelerating deep tech, dual-use solutions to critical transatlantic challenges in defence and security. The DX will use Challenge Programmes in line with a strategic direction as the primary vehicle to accomplish this mission.

2.    OVERVIEW OF THE ROLE

This recruitment serves to fill Administrative Assistant positions in the following units:  
•    Office of the Managing Director (OMD): The OMD oversees the strategic direction of the entire DX. The Administrative Assistant will be responsible for providing support to the Managing Director, Head of Office, and Chief of Staff.
•    Office the Chief Commercial Officer (OCCO): The OCCO is responsible for industry and investor relations, and the management of the Accelerator Programme. The Administrative Assistant will provide support to the Chief Commercial Officer.
•    Office of the Chief Operating Officer (OCOO): OCOO is responsible for the daily business operations of the DX and oversees IT and security functions. The Administrative Assistant will provide support across several functional areas and support the Chief Operating Officer.

Candidates may be requested to indicate their preference in their application but, if selected, will be assigned to a unit by the Hiring Manager. 

*Reserve candidates may be considered for similar posts in Estonia or Canada, if appropriate. *

Reporting to the C-suite Executive of the Unit that they are assigned and in close collaboration with other Administrative Assistants, the incumbent will be responsible for the efficient operation of the day-to-day administrative function of their assigned unit, including but not limited to booking travel, organising events, greeting and escorting visitors, information knowledge management, and monitoring and coordinating tasks across the team.

Duties of this role include:
•    Monitor the circulation of documents and information to and from DIANA. Ensure proper co-ordination, accuracy, completeness, clarity and conformity with DIANA procedures.
•    Control and maintain the booking of the DIANA Conference rooms. 
•    Prepare travel arrangements for the DIANA Senior Management Team and prepare travel claims as needed.
•    Plan the Head of Organizational Unit’s official functions and liaise with other administrative staff as appropriate.
•    Answer enquiries and incoming telephone calls and assist in the scheduling of the day-to-day business, including maintaining the DIANA Senior Management Team calendars, and initiating all follow up actions as appropriate. Co-ordinate with the leave schedules and the DIANA Staff Calendar accordingly.
•    Act as committee liaison for DIANA by assisting the Senior Management Team in maintaining professional contacts with relevant committees and attend meetings as needed.
Perform any other related duties as may be required.

3.    ROLE REQUIREMENTS, QUALIFICATIONS AND EXPERIENCE

ESSENTIAL
The incumbent must have:
•    Completed Higher Secondary Education.
•    A minimum of 4 years of experience in administrative functions.
•    Excellent knowledge of MS Office automated packages, including Word, Outlook, Excel and PowerPoint.
•    Proven experience of effectively working in a multidisciplinary, multinational team environment.
•    Ability to work on own initiative in a reliable and trustworthy manner in a demanding environment.
•    Proven experience of taking minutes at meetings and accurately transcribing them.
•    Excellent communication skills - written and oral, in particular, be able to draft quickly, clearly, and concisely in the English language.
•    Experience organizing meetings and acting as the meeting Secretary when required.
•    Possess the following minimum level of NATO’s official languages (English): V (“Advanced”); The incumbent must have a thorough knowledge of the English language, which is the official working language of the organisation. They will be called upon to deal with complex problems and to draw up documents in English.

DESIRABLE 

The following would be considered an advantage: 
•    Experience administering an executive office in a national or international organization.
•    Prior experience as an Assistant in an Innovative and/or Technological professional environment.
•    Experience working with ERP systems.
•    Knowledge of NATO institutional framework, policies and procedures.

Language Proficiency: 
A thorough knowledge of one of the two NATO languages, both written and spoken, is essential and some knowledge of the other is desirable. 
NOTE: Most of the DIANA’s internal work is conducted in the English language.

4.    WHAT WE OFER

•    Genuinely meaningful work as part of the newest unit within the most successful alliance in history.
•    Tax-free salary.
•    Household and children’s allowances and privileges for expatriate staff including expatriation and educational allowances (where applicable) and additional home leave.
•    Excellent private health insurance scheme.
•    NATO pension scheme.
•    Generous annual leave of 30 days plus official holidays.
•    Flexible working conditions and a smoke-free office in London.
•    Opportunities for learning and development.

In accordance with the NATO Civilian Personnel Regulations, the successful candidate will receive a definite duration contract of three years, which may be followed by an indefinite duration contract.
If the successful applicant is seconded from the national administration of one of NATO’s member States, a 3-year definite duration contract will be offered, which may be renewed for a further period of up to 3 years subject to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years.

NOTE: Irrespective of previous qualifications and experience, candidates for twin-graded posts will be appointed at the lower grade. Advancement to the higher grade is not automatic, and will not normally take place during the first three years of service in the post.
Under specific circumstances, serving staff members may be appointed directly to the higher grade, and a period of three years might be reduced by up to twenty four months for external candidates.  These circumstances are described in the IS directive on twin-graded posts.
Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate) and approval of the candidate’s medical file by the NATO Medical Adviser.
Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature, albeit at the same or a lower grade, provided they meet the necessary requirements.
For more information on DIANA, please visit our website: https://www.diana.nato.int