Job Description

Deadline Date: Thursday 8 October 2026

Requirement: Administrative Assistant

Location: Sigonella, IT

Full Time On-Site: Yes

Time On-Site: 100%

Total Scope of the request (hours): 350

Required Start Date: 13 November 2026

End Contract Date: 31 December 2026

Required Security Clearance: NATO SECRET

Duties & Role:

Role: Acts as a crucial link between management and other staff by facilitating essential administrative support and ensuring smooth day-to-day operations of the office. Provides administrative support to the leadership team by managing schedules, coordinating correspondence, organizing meetings and maintaining records.

Duties

• Assists the team/manager in ensuring they have the information needed to support ongoing team processes.
• Assists in planning for meetings.
• Liaises and organises across functions.
• Updates and maintains office policies and procedures.
• Assists in developing administrative process flow to and from other functions.
• Coordinates preparation and distribution of standard reports (e.g. status or activity).
• Processes and documents requirements for equipment or staff requisitions.
• Manages current equipment service agreements and support services.
• Develops and maintains physical and electronic filing systems.
• Performs all aspects of administrative support for a location.
• Inputs, calculates and analyses data in spreadsheets by the use of basic functions such as if, sum, count or average using simple and conditional formulas.

Requirements

Skills, Knowledge & Experience:

• The candidate has a security clearance (NATO Secret), provided by the national security organization valid at the time of submission of the bid and covering the period of the contract.
• Education: Higher vocational training in a relevant discipline with 2 years post-related experience. Or a secondary educational qualification with 4 years post-related experience.
• Experience working in an office environment utilizing office management systems and procedures.
• Experience in problem solving and proven ability to be flexible when needed.
• Excellent written and verbal communication skills.
• Proven experience in effective time management and multi- tasking in an ever-changing environment.
• Work of the NCI Agency is conducted in the English language (basic Italian desirable)
• Level 3 English language skills according to NATO STANAG 6001: Listening (3); Speaking (3); Reading (3); and Writing (3) or according to Common European Framework of Reference for Language level B2-C1/Upper Intermediate-Advanced level)