Staff Assistant (Command and Coordination) - Temporary Hire

This temporary position supports the Operations Wing Command & Coordination Office by managing administrative, protocol, and scheduling functions related to the Wing Commander and Deputy Commander. The role involves office management, correspondence preparation, meeting coordination, budget monitoring, contract management, and liaison duties within the Operations Wing.

Responsibilities

• Operate all types of standard office equipment, including PC-based applications on classified and unclassified systems using professional office software
• Prepare and type correspondence, memoranda, letters, reports, talking papers, briefings and other forms of correspondence from draft
• Draft correspondence from oral instructions or written notes
• Review correspondence requiring signature for proper format and grammar
• Take, prepare, coordinate and distribute minutes of lengthy and technically complex meetings and conferences
• Review, process and route all command group incoming and outgoing mail including faxes, local and external e-mail
• Prepare visual aids and graphics presentations for Commander/Deputy Commander
• Respond to telephones and visitors’ information and manage messages received
• Maintain and coordinate the Wing Commander’s and Deputy Commander’s schedules and appointments, and collect and maintain schedules of Operations Wing Key Personnel
• Maintain, monitor command group suspenses, appointments and schedules and ensure awareness of concerned staff members
• Monitor action items of the Wing Commander’s meetings and liaise with Squadron Commanders, Operations Wing Division Chiefs, their staff or other key/managerial personnel on open action items
• Maintain Operations Wing command group filing system, filing, and retrieving documents
• Collect information, research issues, compile and prepare statistical information as directed
• Coordinate visit arrangements for VIPs, perform protocol related duties, attend to military visitors, dignitaries, and other guests
• Make travel arrangements and prepare itineraries and travel orders
• Monitor the status of the Operations Wing portion of the annual Operations & Support (O&S) Budget, assist in the development of the Operations Wing budget plan, issue authorization for payments, and advise the Commander on budget issues
• Manage Operations Wing budget including budget estimates, drafting of the budget plan, monitoring expenditures, issuing authorization for payments, and advising Commander on budget issues
• Act as Component Contracting Officer Technical Requirements (COTR) and manage the Operations Wing portion of related contracts
• Manage the NATO Medal and award/recognition programme including coordination of Wing submissions for NATO Medals, mission patches and other awards/recognitions
• Control Operations Wing Esprit de Corps funds
• Oversee and coordinate the operation of the Operations Wing Orderly Room
• Advise the Wing Commander/Deputy Commander in all matters concerning intra-component liaison and communication
• Provide unofficial language translation support (English/German)

Requirements

• Higher Secondary education and intermediate vocational training which might lead to a formal qualification with 2 years experience, or Secondary education and completed advanced vocational training leading to a professional qualification or professional accreditation with 4 years post related experience
• At least 3 years related, current professional experience in office management procedures and administrative principles
• Working knowledge of Automatic Data Processing (ADP) systems
• Good command of English and German both written and spoken
• Previous NATO assignment considered an advantage
• Experience working in an international/military environment considered an advantage
• Previous professional experience as a secretary at executive management level considered an advantage
• Familiarity with NATO administrative principles and procedures considered an advantage
• Skilled in English punctuation and grammar considered an advantage
• Completed advanced vocational training in an administrative/clerical field considered an advantage

Skills

• Office Management Procedures
• Administrative Principles
• Automatic Data Processing systems
• Budget Monitoring
• Contract Management
• Meeting Coordination
• Correspondence Preparation
• Protocol Management
• Scheduling
• Liaison Duties

Languages

English, German