Senior Security Administrative Assistant

4 weken geleden

Den Haag, Zuid-Holland, Nederland Organisation for the Prohibition of Chemical Weapons Voltijd
Job Summary

We are seeking a highly skilled and experienced 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. Receive, screen, and distribute all incoming OCS 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, such as the Conference of State Parties and the Confidentiality Commission.
  5. Assist and support OCS, take minutes to accurately record meetings, and provide related background documentation as necessary.
  6. Maintain and keep up-to-date OCS files, records, logs, and registers.
  7. Support annual asset management by ensuring all OCS physical assets are registered and administered.
  8. Track OCS documentation using the Correspondence Management System and ensure all OCS documents are properly delivered to appropriate addressees for action.
  9. Assist OCS 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.
Key Qualifications and Experience

The ideal candidate will have:

  • A high school diploma or equivalent.
  • Significant skills in using modern personal computer equipment and software.
  • Knowledge of Windows-based word-processing and database or spreadsheet programmes.

Desirable qualifications include:

  • Training and/or courses in finance, budgetary, and procurement matters.
  • Knowledge of SharePoint and Power BI.
  • Knowledge of common security and safety procedures.
Language Skills

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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