SCOPE OF WORK / DUTIES / ROLES

Provide comprehensive administrative support to the Chief Information Officer. This will include, but not limited to, the following duties:

• Assisting in arrangements for travel/in-theatre assignments, including associated NATO Travel Authorization, reserving accommodation where appropriate, submitting security clearances/visit requests, and preparing purchase orders for conference/exhibition fees;
• Assisting in organizing meetings, workshops and conferences in accordance with Agency procedures. Be responsible for the administrative organizational aspects including requesting conference facilities/hotel accommodation, processing approvals/memos/invitations, requesting linguistic services, quotes from caterers and support to participants. Process electronic purchase requests into financial control systems as required;
• Act as a CIS POC for CIO staff requests related to equipment. Maintaining and tracking stock for IIT equipment and related assets.
• Preparing correspondence, reports and documents, using word processing, spreadsheet and graphics applications, in accordance with the Agency's official document formatting guidelines;
• Preparing and processing web formatted information, maintaining content pages in SharePoint portals, and ensuring that information is kept current and up to standard for publication;
• Filing correspondence and documents in accordance with the Agency's procedures and providing assistance in obtaining requested documents;
• Prioritising work from several staff at the same time and processing it accurately and speedily;
• Acting as a point of contact for supported team members and deal diplomatically and effectively with a wide variety of issues, including answering enquiries and incoming telephone calls, and assisting in the scheduling of the day to day business within the CIO Management Office;
• Check correspondence between calendars/attendance lists, leave cards and duty travel. Keep shared oversight calendars populated and accurate;
• Determining, controlling and maintaining the information flow, including e-mail other media within the supported team;
• Developing and maintaining entries to the relevant information systems, including SharePoint sites, financial, operational and managerial data;
• Producing PowerPoint presentations as required.
• Assist supported staff in following the Agency's procedures and guidelines and give appropriate advice;
• Deputize for higher-grade staff or other colleagues in times of absence;
• Performs other administrative duties that may be required.