Staff assistant (TOPFAS Admin)

The Staff Assistant supports TOPFAS FM in managing users and data created in TOPFAS across SHAPE and ACO. The role involves user account management, database maintenance, coordination of meetings, and assisting in the delivery of strategic planning products.

Responsibilities

• Operate under the direction of the TOPFAS FM.
• Manage (create, update, delete), through the Users Management Tool (UMT), user accounts, password details, user groups, assign user roles and manage access privileges (including access to data and functions) of individual user accounts or the user group(s) they belong to.
• Maintain the TOPFAS Data Bases, as per TOPFAS FM D&Gs, thereby safeguarding a pool of historical data to be further utilized for appropriate analyses.
• Assist the TOPFAS FMs in performing their role and responsibilities.
• Keep direct contact with the SHAPE TOPFAS users in order to update and provide access to the suite respecting the need-to-know policy.
• Collect, update, disseminate TOPFAS team products and ensure proper sharing with the SHAPE and ACO users community.
• Arrange VTCs and meetings for the TOPFAS team.

Requirements

• Higher Secondary education and intermediate vocational training which might lead to a formal qualification with 2 years experience, or Secondary education and completed advanced vocational training leading to a professional qualification or professional accreditation with 4 years post related experience.
• Demonstrates active listening and clear communication with a consistently service‑oriented approach towards users.
• Ability to draft communications with internal and external stakeholders, preparing minutes and distributing them appropriately and timely.
• Previous experience coordinating and organizing events, workshops, activities at section level or across a wider organisation.
• Ability to maintain organisational databases, safeguard historical data and ensure accuracy for analysis.
• English - SLP 3333 - (Listening, Speaking, Reading and Writing)
• Previous experience in any of the following: international organizations, large HQs, Joint Commands, NATO HQ or national MOD structures is desirable.
• Previous experience creating, updating, deleting and controlling user accounts, roles, groups and access privileges through tools such as UMT or other similar tools is desirable.

Skills

• User account management
• Database Maintenance
• Event Coordination
• Meeting Coordination
• Minutes Preparation
• Communication Drafting
• Data Accuracy Assurance
• User Access Control
• Stakeholder Communication
• TOPFAS System
• UMT Tool
• Service-Oriented Approach
• Organizational Data Management

Languages

English