Staff Assistant (Administration)

The position involves providing administrative support in various areas at the NATO Airborne Early Warning and Control Force Headquarters in Geilenkirchen, Germany. Candidates will work with project documentation, manage data accurately, and collaborate with military and multinational colleagues in a fast-paced environment.

Responsibilities

• Provide administrative support in various areas including administration, travel, human resources management planning, quality management, and project design and management.
• Work with project documentation such as plans, schedules, risk logs, budgets and reports.
• Organize and prioritize workload across multiple tasks or projects.
• Manage, analyze and track information using Microsoft Office tools, particularly Excel.
• Collaborate with military personnel and multinational colleagues.
• Communicate clearly and professionally, capturing key information and following up on actions.
• Support problem solving and issue resolution.
• For G12 level: Present project status to senior managers, use project management software and Power BI, manage customer-side project aspects including stakeholder, risk, quality, and schedule management, participate in meetings, and contribute to project documentation and strategies.

Requirements

• Comfortable working with project documentation such as plans, schedules, risk logs, budgets and reports
• High attention to detail, with the ability to work accurately with data and identify inconsistencies or issues early
• Able to organize and prioritize workload across multiple tasks or projects
• Confident using Microsoft Office, particularly Excel, to manage, analyze and track information
• Experience working collaboratively with a range of stakeholders, including military personnel
• Clear and professional communication skills, with the ability to capture key information and follow up on actions
• A proactive approach to problem solving, supporting the identification and resolution of issues
• For G12 level: Comfortable in presenting the status of projects to senior managers
• Confident using Project Management Software, such as Microsoft Project
• Confident in using Power BI
• Excellent English communication skills in speaking and writing at CEFR level C1 or better
• Comfortable with customer-side project management, including stakeholder, risk, quality, schedule management
• Ability to participate in appropriate meetings including minuting and proactively engaging in discussions, contributing to the PmP, collating progress reports, assisting with quality and risks strategies and project documentation
• Knowledge of aviation terminology and regulations are a plus, but not a requirement.

Skills

• Project Documentation
• Data Accuracy
• Workload Prioritization
• MS Excel
• Stakeholder Collaboration
• Professional Communications
• Problem Solving
• Project Presentation
• MS Project
• Power BI
• Customer-side Project Management
• Risk Management
• Quality Management
• Schedule Management
• Meeting Participation
• Meeting Minutes
• Progress Reporting
• Aviation Terminology

Languages

English