Assistant, Office Support La Spezia

Assistant, Office Support
La Spezia
Liguria, La Spezia

The CMRE is looking for an Office Support Assistant that, under the guidance of the Division Head, will be responsible to provide administrative support.

This work will be done in close collaboration with other organizational elements and interacting with the various office support assistants within CMRE.

The incumbent may also be required to perform administrative tasks in the other Centre's organizational elements.

Do you have the initiative to take on this role?

If so, this position could be ideal for you!

**Role and Responsibilities**:

- Drafts correspondence, prepares and proof-reads memoranda, letters, reports, point papers, presentations, and briefing materials, particularly related to research vessel activity.

- Collates data and information for briefs and presentations.

- Reviews work submitted for the Division Head, referring back work lacking in editorial accuracy or incorrectly formatted.

- Organises conferences/meetings, to include requests for security and accommodation.

Acts as Secretary, preparing, coordinating and distributing related minutes and reports.

- Coordinates scientific test plans relating to research vessel.

- Maintains files, rosters and records, routes documents and correspondence as required.

- Dispatches correspondence ensuring control of classified material.

- Monitors the daily programme, schedules and arranges meetings and appointments.

- Makes arrangements for conference calls and video teleconferences.

- Enters information into the NATO automated financial system.

- Coordinates HR administration related activities within the office.

- Arranges social activities as required, including transport and accommodation.

- The incumbent should have the capability necessary to process purchase requests.

- Supports the Head Marine Operations in the financial administration of the research vessel budgets and the coordination of ship's activities.

- The incumbent may be required to perform other related duties as directed.

**Competencies**:

- Working with People: Shows respect for the views and contributions of other team members; shows empathy; listens, supports and cares for others; consults others and shares information and expertise with them; builds team spirit and reconciles conflict; adapts to the team and fits in well.

- Coping with Pressures and Setbacks: Maintains a positive outlook at work; works productively in a pressurised environment; keeps emotions under control during difficult situations; handles criticism well and learns from it; balances the demands of a work life and a personal life.

- Adapting and Responding to Change: Adapts to changing circumstances; tolerates ambiguity; accepts new ideas and change initiatives; adapts interpersonal style to suit different people or situations; shows an interest in new experiences.

**Requirements**:

**Education**:

- Higher Secondary education and basic training in business administration, public administration, finance, economics, accounting or related discipline.

**Experience**:

- At least 4 years' experience of secretarial duties;

- be proficient in various software packages, in particular the Microsoft Office suite or similar;

- Experience in organising conferences, and programme/project administration;

- Experience with Finance tools.

**Assets**:

- Previous experience in the Maritime Industry.

- Have an advanced level of Italian (due to frequent, higher level contact with host nation offices).

**Language Skills**:

A thorough knowledge of one of the two NATO languages, both written and spoken, is essential and some knowledge of the other is desirable.

English SLP 3333

NOTE: Most of the work of CMRE is conducted in the English language.

**Work environment**:

The work is normally performed in a typical Office environment.

Normal Working Conditions apply.

The incumbent may be required to perform his/her duties onboard Centre or chartered vessels.

The incumbent may be required to undertake TDY assignments within and outside NATO boundaries.

The risk of injury is categorized as: Light Risk.

Flexibility Clause:

The incumbent may be required to perform other related duties even in other parts of the organization as directed.

All other related duties should correspond with the required competencies for the job.

**About Us**:

The Centre for Maritime Research and Experimentation (CMRE) is part of the NATO Science and Technology Organization (STO).

The mission of the STO is to help position both national and NATO science and technology investments as a strategic enabler and technology advantage for the defence and security posture of NATO Allies and partners.

The Centre conducts scientific research and technology development and delivers innovative field-tested S&T solutions to address the defence and security needs of the Alliance.

CMRE has more than 60 years of experience and has produced a cadre of leaders in ocean science, modelling and simulation, acoustics and other disciplines, as well as producing crit