Senior Security Administrative Assistant

4 weken geleden

Den Haag, Zuid-Holland, Nederland Organisation for the Prohibition of Chemical Weapons Voltijd
About Us

The Organisation for the Prohibition of Chemical Weapons is a global leader in the elimination of chemical weapons. Our mission is to create a world free of chemical weapons, where chemistry is used for peace, progress, and prosperity.

Job Summary

We are seeking a highly skilled Senior Security Administrative Assistant to provide administrative support to the Office of Confidentiality and Security. The successful candidate will be responsible for ensuring the successful implementation of all administrative processes related to budget, finance, and procurement matters.

Main Responsibilities

  1. Provide administrative support to the Office of Confidentiality and Security, including receiving, screening, and distributing incoming mail, correspondence, and deliveries.

  2. Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, and personnel matters.

  3. Handle a wide range of administrative duties, including travel arrangements, visa applications, expense statements, on-boarding/off-boarding, briefings, and presentations.

  4. Assist in the organisation and coordination of seminars and conferences, including the Conference of State Parties and the Confidentiality Commission.

  5. Assist and support the Office of Confidentiality and Security, take minutes to accurately record meetings, and provide related background documentation as necessary.

  6. Maintain and keep up-to-date Office of Confidentiality and Security files, records, logs, and registers.

  7. Support annual asset management by ensuring all Office of Confidentiality and Security physical assets are registered and administered.

  8. Track Office of Confidentiality and Security documentation using the Correspondence Management System and ensure all Office of Confidentiality and Security documents are properly delivered to appropriate addressees for action.

  9. Assist the Office of Confidentiality and Security with data collection and display through Excel and Power BI.

  10. Serve as an alternate for SAP-related updates and States Party notifications.

  11. Serve as an alternate for offboarding approvals via the electronic out-processing mechanism.

  12. Serve as an alternate for travel security-related administrative tasks and approvals.

Qualifications and Experience

The ideal candidate will have a high school diploma or equivalent and significant skills in using modern personal computer equipment and software. Knowledge of Windows-based word-processing and database or spreadsheet programs is essential. Experience in finance, budgetary, and procurement activities is also essential.

The successful candidate will have at least 4 years of progressive responsible relevant experience in administrative services, finance, accounting, audit, human resources, or related areas. In-depth knowledge of the OPCW ERP System is highly desirable.

Skills and Competencies

The successful candidate will have the ability to perform a broad range of administrative functions, including budget/work programme, human resources, database management, and more. They will also have basic problem-solving skills, effective time-management abilities, flexibility, and the ability to work steadily with several ongoing tasks.

The successful candidate will have solid verbal and written communication skills, proven customer-service orientation, and a supportive communication style. They will also have good interpersonal skills and the proven ability to work harmoniously in a multi-cultural environment.

Fluency in English is essential, and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.

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