About this role
Deadline Date: Friday 30 October 2026
Requirement: Senior Administrative Assistant
Location: Bydgoszcz, PL
Full Time On-Site: Yes
Time On-Site: 100%
Total Scope of the request (hours): 280
Required Start Date: 7 December 2026
End Contract Date: 31 December 2026
Required Security Clearance: NATO SECRET
Duties & Role:
Knowledge management
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Maintains a knowledge management database.
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Contributes to the definition of policies, standards, and guidelines for knowledge management
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Maintains and implements information handling procedures
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Leverages knowledge of a specialism to capture and classify content, taking expert advice when required. Learning coordinator
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Acts as learning coordinator within the OE
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Books and organises learning activities within the OE
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Updates and controls training records, including attainment of certificates and accreditations. Business administration
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Assists the team/manager in ensuring they have the information needed to support ongoing team processes.
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Assists in planning for meetings.
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Sets up and provides detailed guidance on software, procedures, processes, tools and techniques for administration and workplace productivity.
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Liaises and organises across functions.
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Updates and maintains office policies and procedures. E-Mail Software
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Selects appropriate e-mail functions such as in-box, mail sent, drafts, trash, etc., to retrieve and store mail.
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Follows proper procedures and conventions to retrieve, create, send and store mail in accordance with organizational regulations.
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Explains the use of features including address books, distribution lists, and bulletin boards. Office Administration
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Manages in-processing and out-processing procedures for arriving and departing personnel.
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Assists in developing administrative process flow to and from other functions and departments (Task Tracker – TT+).
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Coordinates preparation and distribution of standard reports (e.g. status or activity).
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Processes and documents requirements for equipment or staff requisitions.
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Performs all aspects of administrative support for a location or a department.
Requirements
Skills, Knowledge & Experience:
- The candidate must have a currently active NATO SECRET security clearance
- Higher vocational training in a relevant discipline with 1-year post-related experience or a secondary educational qualification with 3-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.
- Extensive knowledge and experience (3+ years) in the use of Microsoft office automation packages (Word, Excel, PowerPoint and database applications)
- SharePoint design, admin and/or management training