Staff Assistant (Staff Work Management)

The Staff Assistant supports the Management Directorate at HQ Joint Force Command Naples by managing staff workflow, correspondence, and administrative tasks. The role involves tasker tracking, producing analysis products, and providing general office support to ensure efficient transmission of information within the headquarters and affiliated commands.

Responsibilities

• Assists with basic tasker tracker queries, actions and final processing of packages.
• Produces tracking and staffwork analysis products utilising available databases.
• Provides administration support.
• Maintains correspondence and message files for the office in accordance with in place regulations.
• Composes replies to routine correspondence as required, with minimal verbal instructions or based upon personal knowledge of salient facts.
• Answers telephones, solving queries wherever possible and recording telephone messages.
• Reproduces copies of printed material using office-copying equipment.
• Undertakes work as part of a project team or working group as directed or assigned.

Requirements

• Higher secondary education and intermediate vocational training leading to a formal qualification, with 2 years of job-related experience, or, Secondary education and completed advanced vocational training leading to a professional qualification or professional accreditation, with 4 years of post-related experience.
• A minimum of 3 years of administrative experience or clerical functions gained in an international and/or public environment.
• A minimum of 3 years of experience in the handling of documentation and information systems.
• Advanced knowledge and user experience of Word; Outlook/Email client, Excel; SharePoint and web applications.
• Familiarity with current ICT systems and their application to document processing, record keeping, and information sharing.
• English - SLP 3322 - (Listening, Speaking, Reading and Writing).
• Previous experience in working in an organization comprising both military and civilian personnel (desirable).
• Experience with NATO Tasker Tracker system (desirable).
• Experience handling NATO documentation and information management systems (desirable).
• Good knowledge of NATO HQ organisational structure; administrative procedures, including Standard Operating Procedures (desirable).

Skills

• Administrative Experience
• Clerical Duties
• Documentation Handling
• Information Systems Management
• Word
• Outlook
• Excel
• SharePoint Development
• Web-based Applications
• ICT Systems Application
• Records Keeping
• Information Sharing
• Tasker Tracking
• NATO Documentation Management
• NATO Information Management Systems
• NATO HQ Organisational Structure
• Administrative Procedures
• Standard Operating Procedures Implementation

Languages

English