Job position : Administrative Support Contractor Services
Job location : Bydgoszcz, Poland
Closing date : 24 July 2013
Clearance needed : NATO SECRET SECURITY CLEARANCE
Introduction
The Joint Force Training Centre (JFTC) Training Support Division (TSD) ensures the
availability of the JFTC technical platform in support of the JFTC mission, to include
communications and exercise support systems at the JFTC and in support of static,
distributed as well as single- and multi-echelon training and experiments, and the
ability to support Concept Development and Experimentation (CD&E).
Background
The Division Head is responsible for planning and allocating the related sources
in order to ensure timely execution of services and support in these areas in
close coordination with JFTC core staff, Alled Command Transformation (ACT),
NATO Communication and Information Agency (NCIA), Joint Warefare Centre
(JWC) and other NATO/Non-NATO entities. The Division represents JFTC in
NATO/Non-NATO conferences, workshops and meetings concerning
communication and information systems (CIS), computer assisted exercises
(CAX) and CD&E as required and directed.
Contractor Support
The Administrative Support Contractor is responsible to provide administrative
support to the TSD in staff management and real life support.
Tasking and Deliverables
The Contractor shall be individually assigned to the Division Head TSD. The
following subsections describe the specific tasks for the position.
The Administrative Support Contractor is to:
- Communicate with external military and civilian service providers in either English language as required.
- Prepare and file internal and external correspondence using established systems at JFTC.
- Transcribe minutes, notes or drafts to finished text or charts.
- Prepare meetings and workshops. Take minutes and transcribes the same to smooth text, charts, lists or other kinds of overviews.
- Maintain and constantly update calendars, schedules, charts, lists, records, files and databases including SharePoint page. Tracks, coordinates, and monitors Training Support Division task tracking as part of JFTC Sharepoint portal.
- Act as the Authorized Requestor in CNAFS (Centralised NATO Automated Financial System) for Training Support Division as directed.
- Support the preparation, planning, and coordination of administrative activities required for Training Support Division staff member official NATO travel, to include requests for NATO travel order requests, requests for travel booking, and ground transfer coordination.
- Support the preparation, maintenance and update of plans for Training Events and Experiments.
- Maintain document handling/tracking. Process incoming or outgoing correspondence.
- Support inventories.
- Ensure the timely maintenance of office equipment and provision of office consumables within the TSD.
- Provide other administrative support as required.
The duties listed above are intended only as general illustrations of the various types of duties that may be performed. Specific statements of duties not included does not exclude them from the function if the work is similar, related, or a logical assignment to the function. SOWs are subject to change by the JFTC as the needs of the JFTC and work requirements change.
Contractor Performance Requirements and Reporting
Contract Execution Coordination
The Contractor is expected to establish his/her own daily routine based on a self-assessment of defined requirements and priorities. The Contractor shall be assigned to a COTR. The COTR may provide additional guidance as required or requested and may provide prioritization of work. The Contracting Officer, in consultation with the COTR(s), shall administer the Contract and has final authority to determine if the Contract/SOW should be amended, extended, or cancelled for evolving requirements, new tasking, and/or technical nonperformance.
The COTR shall:
- Resolve outstanding disputes, problems, deficiencies, and/or questions on the technical aspects of the SOW;
- Review (and approve) all Contractor duties for completeness and accuracy;
- Review the Contractor’s work at a minimum of monthly, or more often if needed. The COTR’s written approval of work reported and deliverables submitted is mandatory for Contractor’s invoices to be successfully processed.
Professional Requirements
Experience:
- Relevant work experience in the field of the office administration.
- Must be able to prepare written correspondence in English with suitable content and appropriate format for final signature.
Education/Training:
- Minimum bachelor degree.
Language:
Essential:
Very good command of spoken and written English, with a proven ability to communicate effectively orally and in writing at the level of (SLP) STANAG 6001 - 3333 (Listening, Speaking, Reading and Writing) or the equivalent of the civilian scales and tests: Common European
Framework (CEF) B2+ Vantage+; Council of Europe (COE) B2 Vantage;
Association of Langue Testers in Europe (ALTE) level 3 Independent User;
Cambridge ESOL – FCE; IELTS - level 5 (Please note that work both oral and written is conducted in English).
Desirable:
Excellent command of spoken and written Polish, with a proven
ability to communicate effectively orally and in writing.
Standard Automatic Data Processing Knowledge:
- Word processing: User level
- Spreadsheet: User level
- Graphics Presentation: User level
- E-mail clients/Web browsers: User level
- Information Management/Sharing Portal: Content Manager level
- Database applications User level
Other requirements
- Must possess NATO SECRET Security Clearance
Period of Performance
Base period:
01 September 2013 until 31 August 2014 or upon date of contract award, whichever is the later.
Option period:
There are four (4) option periods (01 September 2014 to 31 August 2015, 2016, 2017 & 2018)
For further information please contact Mike Roosen at +31(0)299 420010 or sent an email to mike@uni.nl