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)