Assistant (Conference and Events Coordinator)

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.

Travel

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.

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