Admin Assistant for CES IAS (NATO NCIA)

Mons, Belgium, Sapienza Consulting [AAS2020-0052]

Field(s) of expertise
Business Administration and Finance
Job type

About this job

Sapienza Consulting is recruiting a Admin Assistant for CES IAS to work at NATO NCIA in Mons, Belgium


EBA (the NCI Agency official ERP tool)

  • Creates Purchasing Requests (PRs) in EBA
  • Monitor process to transform PR into Purchasing Order (PO)
  • Updates IAS Contract Registry as soon as PR or PO is issued
  • Creates monthly receipts in EBA for IWCs (Interim Workforce Capacity)
  • Creates receipts in EBA for hardware, software and services purchases
  • Liaises with Acquisition/ECAM/Warehouse stakeholders for receiving hardware and software licenses

Meetings management

  • Assist Service Delivery Managers/Service Area Owner to organize meetings (booking rooms, testing VTC, sending invites, etc.)

Approved Service Interruptions

  • Assist Change Coordinator during Approved Service Interruptions process


  • Extract simple Excel reports from EBA or from ITSM (official NCI Agency Trouble Ticketing tool)
  • Track progress of tasks assigned to different people and report status to competent manager


  • Act as Document Controller to guarantee completeness (i.e. checking that every document has been produced), quality (i.e. checking formatting and compliance with templates) and archival (i.e. checking that every document has been archived in right place) of documents produced by IAS.
  • Updates IAS Organizational Chart with Visio.
  • Creates PowerPoint slides

EPM (NCI Agency official Enterprise Project Management tool)

  • Performs reoccurring “Quality Checks” on the EPM Plans, using a predefined Quality Checklist
  • Tracks Timesheet submissions and overarches it
  • Liaises with the Project Managers for allocating proper funding to IAS and follow-up

Schedule and practical arrangements

  • Contractor will be required to work normally on site. Under certain conditions and after Purchaser’s approval, contractor will be allowed to work off site (e.g. due to staff rotation during COVID-19 crisis). It is expected work will occupy 800 hours starting in August 2020 and ending December 2020. Contract may be extended if required

Working Hours:

  • Working hours are 8 hours a day, 5 days a week, from 8.30 AM to 12.30 PM and from 13.30 PM to 17.30 PM
  • Due to nature of this work, working hours may vary and therefore, flexibility is required. Working hours are related to contracted time being

Activity Report:

  • Information Administration Services Administrative Assistant will report to NCIA CES IAS SAO and SDMs on weekly basis. Report shall include progress of given Tasks


  • Required Security Clearance: NATO SECRET
  • For this consultancy, we are looking for experienced Administrative Assistant who can be productive from start and who has proven knowledge and experience in terms of Administrative Assistant subjects
  • Both oral and written communication in this job are conducted in English
  • Consultant shall be fluent in English corresponding to standard 3333 (listening, speaking, reading and writing)
  • Higher secondary education and completed higher vocational training leading to formal or professional certification with three-year function related experience OR a secondary education and completed advanced vocational training leading to professional qualification or professional accreditation with five years of post-related experience
  • Microsoft Office suite proficiency (Word, Excel, Power Point, Visio, Project).
  • Strong written and verbal communication skills with the ability to document and communicate across the team
  • Ability to track the progress of tasks assigned to different people and to report status to the competent manager
  • Ability to work effectively under pressure


Candidates must be eligible to work in the EU

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