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 • Maintains a knowledge management database. • Contributes to the definition of policies, standards, and guidelines for knowledge management • Maintains and implements information handling procedures • Leverages knowledge of a specialism to capture and classify content, taking expert advice when required. Learning coordinator • Acts as learning coordinator within the OE • Books and organises learning activities within the OE • Updates and controls training records, including attainment of certificates and accreditations. Business administration • Assists the team/manager in ensuring they have the information needed to support ongoing team processes. • Assists in planning for meetings. • Sets up and provides detailed guidance on software, procedures, processes, tools and techniques for administration and workplace productivity. • Liaises and organises across functions. • Updates and maintains office policies and procedures. E-Mail Software • Selects appropriate e-mail functions such as in-box, mail sent, drafts, trash, etc., to retrieve and store mail. • Follows proper procedures and conventions to retrieve, create, send and store mail in accordance with organizational regulations. • Explains the use of features including address books, distribution lists, and bulletin boards. Office Administration • Manages in-processing and out-processing procedures for arriving and departing personnel. • Assists in developing administrative process flow to and from other functions and departments (Task Tracker – TT+). • Coordinates preparation and distribution of standard reports (e.g. status or activity). • Processes and documents requirements for equipment or staff requisitions. • 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