management assistance
Permanent employment
Den Haag
Associate degree (EQF 5), Bachelor (EQF 6), MBO-4/HAVO/VWO (EQF 4)
Apply before:
Hours p/wk:


Under the direction of the Head CMCS and/or the CMCS Operations Manager and under supervision of the Section Head Events, you will be responsible for:

  • Assist and support the Section Head in maintaining the Conference Services portal;

  • Prepare and distribute information packages for customers;

  • Assist the Section Head with the development of registration sites for on-site conferences and events;

  • Assist the Section Head for the following services: accommodation, transportation for participants, facilities, signage, additional conference requirements;

  • Assist in developing catering/hospitality functions for the event and liaise with the catering staff;

  • Attends the monthly restaurant committee meeting on the Section Head’s behalf;

  • Liaise, in coordination with the Section Head, between customers and Creative Media Centre for all graphic, media and print requirements;

  • Ensure that an adequate supply of support material is on hand for each meeting and/or conference;

  • Maintain the NCI Agency conference room booking system;

  • Assist the Section Head with any Audio-Visual and IT requirements for on-site conferences and events;

  • Coordinate with contract cleaning staff to ensure conference rooms are ready for use;

  • Provide support during on-site conferences and events, e.g. hosting, on-site registration process, information desk services;

  • Support the Section Head with specific conference action plans from inception through completion;

  • Deputize for higher grade staff, if required;

  • Performs other duties as may be required.

Qualifications Required:

  • Vocational training at middle level in a relevant discipline, or equivalent, or diploma of secondary education, with at least three (3) years of post-related experience.

Experience required:

  • At least three years of post-related experience in a progressively responsible administrative position;

  • Sound experience with Microsoft Office applications;

  • Excellent organizational and administrative skills.

Further it would be considered highly desirable if you are able to display any experience or knowledge of:

  • Prior conference coordination or event planning experience;

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

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

Competencies Required:

Delivering Results and Meeting Customer Expectations - Focuses on customer needs and satisfaction; sets high standards for quality and quantity; monitors and maintains quality and productivity; works in a systematic, methodical and orderly way; consistently achieves project goals;


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;


Planning and Organising - Sets clearly defined objectives; plans activities and projects well in advance and takes account of possible changing circumstances; identifies and organises resources needed to accomplish tasks; manages time effectively; monitors performance against deadlines and milestones;


Following Instructions and Procedures - Appropriately follows instructions from others without unnecessarily challenging authority; follows procedures and policies; keeps to schedules; arrives punctually for work and meetings; demonstrates commitment to the organisation; complies with legal obligations and safety requirements of the role.


Language Skills

Most of the work of the NCI Agency is conducted in the English language, and therefore a thorough knowledge of English, both written and spoken, is essential and some knowledge of French is desirable.



Occasional business travel to NATO, national (NATO and non-NATO) facilities and between the NCIA offices may be required

May be required to undertake duty travel to operational theatres inside and outside NATO boundaries.


What do we offer? 

  • Excellent tax-free salary, including (where eligible) expatriation household and children's allowances and additional privileges for expatriate staff.
  • Education allowance for children (where appropriate) and an excellent private health insurance scheme.
  • Generous annual leave and home leave (if eligible).
  • Retirement Pension Plan.

Apply? Click for more information on the 'more information-button' on top of this page.


To learn more about NCI Agency and our work, please visit our website.