Staff assistant (TOPFAS Admin)

Overview

The Staff Assistant (TOPFAS Admin) supports the TOPFAS FM in managing users and data within TOPFAS, SHAPE, and ACO-wide. The role involves user account management, database maintenance, and communication with users.

Key Responsibilities

• Operate under the direction of the TOPFAS FM.
• Manage (create, update, delete) user accounts, password details, user groups, assign user roles and manage access privileges.
• Maintain the TOPFAS Data Bases.
• Assist the TOPFAS FMs in performing their role and responsibilities.
• Keep direct contact with the SHAPE TOPFAS users.
• Collect, update, disseminate TOPFAS team products and ensure proper sharing.
• Arrange VTCs and meetings for the TOPFAS team.

Required 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. Previous experience in any of the following: international organizations, large HQs, Joint Commands, NATO HQ or national MOD structures. Previous experience creating, updating, deleting and controlling user accounts, roles, groups and access privileges through tools such as UMT or other similar tools.

Qualifications

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.

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