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.
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.
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.
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.
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.
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