Required Security Clearance:
NATO SECRET
DUTIES AND ROLE
* Manages the delivery of business administration services.
* Manages time and diary for individual senior managers and leadership teams.
* Filters and prioritizes meeting requests.
* Handles sensitive, confidential information.
* Ensures managers have the information and resources needed to support ongoing processes and changes in processes and enable effective cross-team coordination.
* Supports department-wide information flow and alignment of administrative activities across teams.
* Contributes to a culture of knowledge sharing, flexibility and mutual team support.
* Creates multi-level and repeating tasks for self and others including tracking of departmental actions.
* Manages multiple calendars using features such as 'show through' and adding tabs.
* Helps others understand the wide range of functions available with calendaring software.
* Adds notes, attachments or reminders to tasks or appointments for self and others.
* Prints using varied and complex setup, designs and page combinations.
* Compares and contrasts functionality among different releases.
* Facilitates the structured sharing of key information, decisions, and updates across the department.
* Recommends remediation actions as required.
* Identifies risks around the use of information.
* Reports on the consolidated status of information controls to inform effective decision-making.
* Monitors the implementation of effective controls for internal delegation, audit and control relating to information and records management.
* Supports the implementation of information and records management policies and standard practice.
* Maintain project portals and document libraries.
* Report on project status.
* Supports project managers in implementing changes to scope, resources, or timelines as needed.
* Ensures change management procedures are documented and executed in line with organizational policies.
* Contributing as needed in project delivery: review project documents, site implementation, change management, risk & issue management etc.
* Deals with problems and issues, managing resolutions, corrective actions, lessons learned, and the collection and dissemination of relevant information.
* Implements stakeholder engagement/communications plan.
* Collects and uses feedback from customers and stakeholders to help measure the effectiveness of stakeholder management.
* Helps develop and enhance customer and stakeholder relationships.
* Supports in the planning and organization of internal and external stakeholder events, workshops and initiatives.
* Compiles and produces meeting minutes, engagement reports and action plans to support stakeholder relationships.
* Assists in the effective planning and control of resources.
* Assisting in resource allocations.
* Ensures proper resource allocation and monitoring to meet deadlines.
* Monitoring project performance, and approving time from resources.
* Coordinate with Resource Managers in respect to availability of resources to undertake activities on projects.
SKILL, KNOWLEDGE & EXPERIENCE
* NATO Secret security clearance.
* Higher vocational Training in a relevant discipline with 5 years post related experience. Or, a secondary educational qualification with 3 years post related experience.
* Strong analytical, business analysis, Power BI, and reporting skills.
* Strong experience with agile ways of working and tools for Kanban boards.
* Thorough knowledge of computer-based tools for project planning/control and resource management (like MS Project or Service Now).
* Experience in the application of strong planning, analytical and problem-solving skills.
* Experience in roles requiring excellent inter-personal skills and the ability to be responsive and sensitive to both external and internal customers and staff.
* Proven ability to build relationships with a variety of stakeholders.
* Strong communication skills in writing, speaking and presenting.
* Experience in the application of strong planning, analytical and problem-solving skills.