C005510 Senior Administrative Assistant (NS) - FRI 30 Oct

<h2>Deadline Date: Friday 30 October 2026</h2><h2>Requirement: Senior Administrative Assistant</h2><h2>Location: Bydgoszcz, PL</h2><h2>Full Time On-Site: Yes</h2><h2>Time On-Site: 100%</h2><h2>Total Scope of the request (hours): 280</h2><h2>Required Start Date: 7 December 2026</h2><h2>End Contract Date: 31 December 2026</h2><h2>Required Security Clearance: NATO SECRET</h2><h2>Duties &amp; Role:</h2><h2>Knowledge management</h2><ul>
<li>Maintains a knowledge management database.</li>
<li>Contributes to the definition of policies, standards, and guidelines for knowledge management</li>
<li>Maintains and implements information handling procedures</li>
<li>Leverages knowledge of a specialism to capture and classify content, taking expert advice when required.</li>
</ul><h2>Learning coordinator</h2><ul>
<li>Acts as learning coordinator within the OE</li>
<li>Books and organises learning activities within the OE</li>
<li>Updates and controls training records, including attainment of certificates and accreditations.</li>
</ul><h2>Business administration</h2><ul>
<li>Assists the team/manager in ensuring they have the information needed to support ongoing team processes.</li>
<li>Assists in planning for meetings.</li>
<li>Sets up and provides detailed guidance on software, procedures, processes, tools and techniques for administration and workplace productivity.</li>
<li>Liaises and organises across functions.</li>
<li>Updates and maintains office policies and procedures.</li>
</ul><h2>E-Mail Software</h2><ul>
<li>Selects appropriate e-mail functions such as in-box, mail sent, drafts, trash, etc., to retrieve and store mail.</li>
<li>Follows proper procedures and conventions to retrieve, create, send and store mail in accordance with organizational regulations.</li>
<li>Explains the use of features including address books, distribution lists, and bulletin boards.</li>
</ul><h2>Office Administration</h2><ul>
<li>Manages in-processing and out-processing procedures for arriving and departing personnel.</li>
<li>Assists in developing administrative process flow to and from other functions and departments (Task Tracker – TT+).</li>
<li>Coordinates preparation and distribution of standard reports (e.g. status or activity).</li>
<li>Processes and documents requirements for equipment or staff requisitions.</li>
<li>Performs all aspects of administrative support for a location or a department.</li>
</ul><h2>Requirements</h2><h2>Skills, Knowledge &amp; Experience:</h2><ul>
<li>The candidate must have a currently active NATO SECRET security clearance</li>
<li>Higher vocational training in a relevant discipline with 1-year post-related experience or a secondary educational qualification with 3-years post-related experience.</li>
<li>Experience working in an office environment utilizing office management systems and procedures.</li>
<li>Experience in problem solving and proven ability to be flexible when needed.</li>
<li>Excellent written and verbal communication skills.</li>
<li>Proven experience in effective time management and multi-tasking in an ever-changing environment.</li>
<li>Extensive knowledge and experience (3+ years) in the use of Microsoft office automation packages (Word, Excel, PowerPoint and database applications)</li>
<li>SharePoint design, admin and/or management training</li>
</ul>