Senior Assistant Internal Audit

Spektrum supports apex purchasers (NATO, UN, EU, and National Government and Defence) and their Tier 1 supplier ecosystem with a wide range of specialist services. We provide our clients with professional services, specialised aerospace and defence sales, delivery, and operational subject matter expertise. We are looking for personnel to join our team and support key client projects.

Who we are supporting 

The NATO Communication and Information Agency (NCIA) is responsible for providing secure and effective communications and information technology (IT) services to NATO's member countries and its partners. The agency was established in 2012 and is headquartered in Brussels, Belgium.

The NCIA provides a wide range of services, including:

• Cyber Security: The NCIA provides advanced cybersecurity solutions to protect NATO's communication networks and information systems against cyber threats.
• Command and Control Systems: The NCIA develops and maintains the systems used by NATO's military commanders to plan and execute operations.
• Satellite Communications: The NCIA provides satellite communications services to enable secure and reliable communications between NATO forces.
• Electronic Warfare: The NCIA provides electronic warfare services to support NATO's mission to detect, deny, and defeat threats to its communication networks.
• Information Management: The NCIA manages NATO's information technology infrastructure, including its databases, applications, and servers.

Overall, the NCIA plays a critical role in ensuring the security and effectiveness of NATO's communication and information technology capabilities.

The program

Assistance and Advisory Service (AAS)

The NATO Communications and Information Agency (NCI Agency) is NATO’s principal C3 capability deliverer and CIS service provider. It provides, maintains and defends the NATO enterprise-wide information technology infrastructure to enable Allies to consult together under Article IV, and, when required, stand together in the face of attack under Article V.

To provide these critical services, in the modern evolving dynamic environment the NCI Agency needs to build and maintain high performance-engaged workforce. The NCI Agency workforce strategically consists of three major categorise's: NATO International Civilians (NIC)'s, Military (Mil), and Interim Workforce Consultants (IWC)'s. The IWCs are a critical part of the overall NCI Agency workforce and make up approximately 15 percent of the total workforce.

Role ID – C005418 

 Role Duties and Responsibilities  

• Under the direction of Head Internal Audit, the incumbent will perform duties such as the following: 

• Facilitate the input, extraction and maintenance of information on internal Agency sources relevant to the daily operation. This will typically entail working with the Agency's IMIS, to access various financial, operational and managerial data available through the Agency web based tools; 

• Maintain the IA documentation 

• Assist the IA staff 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; 

• Make arrangements for travel / in-Theatre assignments, including associated NATO Travel Authorization, reserving accommodation, submitting security clearances / visit requests, and preparing purchase orders for conference/exhibition fees; 

• Enter relevant information in IMIS along with supporting documentation. This includes travel and purchase orders; 

• Preparation of correspondence, reports and documents often of a complex technical nature to include tabulation and formulae, using word processing, spreadsheet and graphics applications, in accordance with the Agency's official document formatting guidelines. This will include the correction of language usage where necessary, copying and distributing as appropriate; 

• Prepare and circulate proof copies of formal IA reports for necessary review and signatures, ensuring final copies are forwarded for printing, and appropriate distribution lists are forwarded; 

• Prepare and process web formatted information and maintain the information on the web pages. This will require familiarity with SharePoint application software; 

• Act as a point of contact for the IA staff 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. Determining, controlling and maintaining the information flow, including e-mail traffic within the office; 

• Drafting of straightforward memoranda, notes and cover letters to documents. Prioritising work and processing it accurately and speedily; 

• Filing of correspondence and documents in accordance with the Agency's procedures and providing assistance in obtaining requested documents; 

• Assist staff in following the Agency's procedures and guidelines and give appropriate advice; 

• Liaise with staff of the Agency and external contacts on issues relating to IA; 

• Perform the roles and corresponding duties of Unit IKM Officer and Learning Officer, on behalf of the function; 

• Deputize for higher grade staff, if required 

• Perform any other duties as may be required 

 Essential Skills, Experience and Certifications 

• Higher vocational training in a relevant discipline with 2 years post-related experience. Or a secondary educational qualification with 4 years post-related experience. 

• At least two years' experience in a progressively responsible technical and administrative support job; 

• Demonstrated skills in use of personal computer office automation packages, currently Microsoft applications to include Share Point; 

• Familiarity with databases; 

• Excellent command of spoken and written English, with a proven ability to communicate effectively both orally and in writing; 

• Ability to take initiative and a flexible approach allowing the incumbent to respond reliably and competently to changing requirements in a demanding environment; 

• Excellent inter-personal skills, and the ability to be responsive and sensitive to both external and internal customers and staff. 

• Desirable Experience and Education: 

• Vocational education in software related and Internet based technologies related to business administration and MIS packages, databases and application software; 

• Experience in maintaining web pages; 

• Experience within the IA domain; 

• Prior experience of working in an international environment comprising both military and civilian elements; 

• Knowledge of NATO responsibilities and organization, including ACO and ACT; 

 Working Location 

• Brussels, BE 

 Working Policy 

• On-site 

Travel 

• Some travel to other NATO sites may be required 

Security Clearance 

• Valid National or NATO Secret personal security clearance