C005510 Senior Administrative Assistant (NS) - FRI 30 Oct

Deadline Date: Friday 30 October 2026

Requirement: Senior Administrative Assistant

Location: Bydgoszcz, PL

Full Time On-Site: Yes

Time On-Site: 100%

Total Scope of the request (hours): 280

Required Start Date: 7 December 2026

End Contract Date: 31 December 2026

Required Security Clearance: NATO SECRET

Duties & Role:

Knowledge management

• Maintains a knowledge management database.
• Contributes to the definition of policies, standards, and guidelines for knowledge management
• Maintains and implements information handling procedures
• Leverages knowledge of a specialism to capture and classify content, taking expert advice when required.

Learning coordinator

• Acts as learning coordinator within the OE
• Books and organises learning activities within the OE
• Updates and controls training records, including attainment of certificates and accreditations.

Business administration

• Assists the team/manager in ensuring they have the information needed to support ongoing team processes.
• Assists in planning for meetings.
• Sets up and provides detailed guidance on software, procedures, processes, tools and techniques for administration and workplace productivity.
• Liaises and organises across functions.
• Updates and maintains office policies and procedures.

E-Mail Software

• Selects appropriate e-mail functions such as in-box, mail sent, drafts, trash, etc., to retrieve and store mail.
• Follows proper procedures and conventions to retrieve, create, send and store mail in accordance with organizational regulations.
• Explains the use of features including address books, distribution lists, and bulletin boards.

Office Administration

• Manages in-processing and out-processing procedures for arriving and departing personnel.
• Assists in developing administrative process flow to and from other functions and departments (Task Tracker – TT+).
• Coordinates preparation and distribution of standard reports (e.g. status or activity).
• Processes and documents requirements for equipment or staff requisitions.
• Performs all aspects of administrative support for a location or a department.

Requirements

Skills, Knowledge & Experience:

• The candidate must have a currently active NATO SECRET security clearance
• Higher vocational training in a relevant discipline with 1-year post-related experience or a secondary educational qualification with 3-years post-related experience.
• Experience working in an office environment utilizing office management systems and procedures.
• Experience in problem solving and proven ability to be flexible when needed.
• Excellent written and verbal communication skills.
• Proven experience in effective time management and multi-tasking in an ever-changing environment.
• Extensive knowledge and experience (3+ years) in the use of Microsoft office automation packages (Word, Excel, PowerPoint and database applications)
• SharePoint design, admin and/or management training