Business Support and Administration Coordinator - IT Operations

NCIA exists for one reason: to ensure the Alliance can communicate securely and reliably, whether in critical political consultations or during complex military operations. We are a key enabler of NATO's core mission to keep one billion people safe.

Our technology and cyber experts power NATO's digital capabilities, from data-driven decision-making and secure networks to resilient operations and mission execution across land, air, sea, cyber and space domains.

This mission is made possible by our people. We are a team of around 3,500 civilian and military staff working across 30 locations throughout Europe and North America.

To meet growing operational demand, the Directorate of CIS Support Units (DCSU) is expanding its presence across a number of locations. DCSU manages, delivers and maintains communications and information systems products and services for NATO customers.

Through its CIS Support Units and local CIS Support Elements, DCSU provides the vital connection between customers and NCIA's wider service-delivery organisation.

CSE Haderslev, under CSU Uedem, will provide static and deployable CIS support to the 4th NATO Signal Battalion and help deliver secure, reliable end-to-end services.

About the Role

Provide the administrative foundation that enables CSE Haderslev to operate effectively. You will support managers and staff by coordinating schedules, correspondence, meetings, records, reports, requisitions and office processes. You will maintain physical and electronic filing and knowledge systems, use office and spreadsheet tools to prepare information for decisions, and liaise across functions to keep work moving. The role requires organisation, flexibility, clear communication and the ability to manage competing priorities in a developing customer-facing location.

What You Will Do

·Coordinate schedules, correspondence, meetings and routine administrative activity.

·Maintain knowledge databases, records and physical and electronic filing systems.

·Prepare and distribute standard reports, status updates and meeting material.

·Process and document equipment or staffing requirements and support agreements.

·Maintain office procedures and improve administrative process flows.

·Use spreadsheets to calculate, analyse and present operational data.

·Prepare and format documents, tables, presentations and correspondence.

·Liaise across functions and resolve first-level office-tool issues.

How You Will Contribute

Everything starts with the customer and the user. You will be expected to understand customer needs, maintain direct engagement and take ownership for reliable outcomes.

You will work collaboratively across organisational, professional and national boundaries, connecting customers with the right expertise and contributing to shared success across NCIA and the wider NATO Enterprise.

You will act with appropriate pace and sound judgement, address obstacles and improve delivery through insight gained from customers, users and operations.

What We Are Looking For

We are looking for candidates who meet the technical and professional requirements of the post and who can demonstrate:

·A strong focus on customer and user needs

·Ownership, initiative and accountability

·Sound judgement and practical problem-solving

·Effective collaboration across organisational and professional boundaries

·The ability to work productively with autonomy

·Adaptability in a developing operational environment

·A commitment to delivering results and improving services

Essential Education and Experience

·Higher vocational training in a relevant discipline with 1 year of post-related experience, or secondary education with 3 years of post-related experience.

·Experience working in an office environment using office-management systems and procedures.

·Experience in problem-solving and working flexibly.

·Excellent written and verbal communication skills.

·Proven time-management and multitasking ability.

·A thorough knowledge of one NATO language.

Desirable Education and Experience

·Experience in an international organisation or military environment.

·Knowledge of NATO structure, policies and procedures.

·Digital literacy using Microsoft 365, SharePoint and Adobe Pro.

·Training in one or more Microsoft Office applications.

Important Information Before Applying

·This post forms part of NCIA's expansion into a new or developing duty location.

·Practical onboarding guidance on host-nation administration may not yet be available at the time of recruitment, selection or onboarding.

·Candidates should be prepared to operate in a developing location environment where some practical arrangements may need to be clarified after appointment or arrival.

·Some local operational, administrative and support arrangements may continue to evolve. The role may therefore require a high degree of autonomy and different support arrangements from those available at an established NCIA campus.

·Candidates should not make assumptions about benefits, allowances, relocation support or other location-specific entitlements. Information will be provided only when formally confirmed.

·Any selection or appointment will remain subject to the required organisational approvals, establishment and funding arrangements, host-nation or administrative conditions, security requirements and other applicable appointment procedures.

·Progression through the recruitment process does not constitute a firm offer of appointment.

How to Apply

Please review the complete Job Description before submitting your application.

Applicants must demonstrate how they meet the essential requirements and complete the prescreening questions included in the application.