Business Support Assistant (NATO-NCIA)

Mons, Belgium, Sapienza Consulting [AAS-C002068 ]

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

About this job

Sapienza Consulting, a tpgroup company, is recruiting a Business Support Assistant to join NATO – NCIA in Mons, Wallonia, Belgium.


  • Supports the SL in all administrative matters and in the management of taskers
  • Develops and maintains the CES-specific policies and templates for CES staff use in their daily activities
  • Ensure in-processing and out-processing of staff in coordination with HSMO
  • Organises the weekly meetings of the CES SLC and the CES SL key staff (invitations, reservations of meeting room, preparation of draft slide deck on the CES Portal for population by other attendees) and ensures proper recording of decisions on the CES Portal
  • Maintains and disseminates the weekly Services Support Roster coordinating the inputs from SDMs about the staff on duty for the period
  • Maintains and disseminates the weekly ESOC Services Roster coordinating the inputs from SAOs about the staff acting as CES L2 representatives within ESOC
  • Finalizes the formal correspondence developed by CES staff (formatting, numbering) for signature, then ensures proper delivery to the intended addressees and upload to the CES Portal for further reference
  • Maintains a floorplan of offices layout and assignment to staff, across all buildings where CES staff is located
  • Maintains accurate and up to date records of equipment managed within CES custodian balance lists
  • Acts as custodian of equipment identified within the allocated account balance lists
  • Reports through the CSU sub-PAO for the control and safeguarding of CIS items held on allocated CIS custodian account balance list
  • Drafts SL relevant documents and reports
  • Organises key events
  • Delivers coordination as SL Front Office principal POC
  • Deputizes the CES IKM officer, managing access, guiding CES staff, on how to use the information effectively, conducting the Information Management (IM) and Knowledge Management (KM) related work in compliance with the Agency IKM Strategy and IM directives
  • Acts in close collaboration with the Executive Officer as the CES single POC for incoming taskers in TT+, ensuring their prompt assignment to relevant contributors in the SL for coordination, ensuring they are timely addressed by the CES contributors, and harmonizing the various CES SL contributions into a CES consolidated answer to be uploaded in Tasker Tracker tool


  • Required Security Clearance: NATO Secret



  • High sense of organization and planning : recognition of priorities, controlling and evaluating abilities
  • Excellent inter-personal skills and the ability to be responsive and sensitive to both external and internal customers and staff
  • Service-minded attitude
  • Ability to take initiative and a flexible approach allowing the incumbent to respond reliably and competently to changing requirements in a demanding environment
  • Extreme accuracy and attention to detail
  • Good communication skills with demonstrated ability to present information in a clear and logical manner both in writing and by other means
  • Proven ability to act when needed, in accordance within Senior Management directives, and take initiative to deliver even when under pressure with limited instructions and minimal supervision


  • Knowledge
  • Sound knowledge and experience in the use of Microsoft office automation packages (Word, Excel, PowerPoint, or other collaboration/documentation enabling application), in the use of computer-based tools and experience in maintaining collaborative Web-based Portal and libraries
  • Very good knowledge and experience with MS SharePoint (pages, libraries and lists development and maintenance; administer access rights, etc.)
  • Very good knowledge with TTE/TT+ tasker tracker system
  • Able to analyse incoming Tasker Tracker action item and distributes it for relevant SME consultation, ensuring the execution of assigned taskers assigned in order to meet the scope, schedule and objectives
  • Good knowledge with Material Receipt Account Holder (MRAH) accounting system
  • Sound knowledge in Communication and Information Systems (CIS) within NATO environment



  • Experience in an environment with a high volume work load, strong traction to tackle incidents and solve problems
  • Very good experience with ITSM system, able to generate, analyse, manage ICT and non-ICT service supply requests
  • Good working experience of ITIL methodologies pertinent to service support and information/knowledge management
  • Proven Information & Communication Technologies (ICT) experience directly supporting senior staff in a sizeable organisation, preferably one in the government defence sector or in an international organisation, a national public administration (civil or military), or the private defence sector
  • Knowledge of NATO responsibilities and organisation including NATO Security Policy and supporting directives
  • Experience of working in an international environment, preferably incorporating both military and civilian elements

For information on how the personal data in your application is processed, please see the Sapienza Consulting Privacy Policy.