Senior Assistant (Registry)

Primary LocationBelgium-BrusselsNATO BodyNATO Communications and Information Agency (NCIA)ScheduleFull-timeApplication Deadline15-Sep-2025, 12: 59: 00 AMSalary (Pay Basis)4,565. 36GradeNATO Grade G10Who we are: For more than 70 years, NATO’s mission has been to preserve peace and security in the Alliance for nearly one billion citizens. The NATO Communications and Information Agency (NCI Agency) and its predecessors have worked tirelessly in providing the means that enable the connectedness and togetherness that keep our Alliance strong. We are the NCI Agency, a team of 3000 civilian and military staff in 29 locations throughout Europe, North America and Asia.

Our technology and cyber experts allow NATO to conduct critical operations, protect NATO’s airspace, make data-driven decisions, defend against cyber-attacks, secure NATO networks and maintain superiority in space. This is all possible because of our greatest force, our people. In order to keep this edge we aim to hire, train and retain the very best staff. Our staff members represent both the diversity and unity of our Alliance.

When you join the NCI Agency, you will be part of an organization where you can contribute authentically to the mission and purpose of NATO and help us keep our technological edge. About the job: Based in Brussels, Belgium, you will join the Agency as we embark on a journey to transform our IT services to support NATO’s Digital Endeavour. You will join NCI Agency Enterprise Services (NES) that provides and manages technical, creative and administrative services to the NCI Agency.

NES provides direct services for the NCI Agency’s major locations (Brussels, The Hague, Mons, Oeiras and Braine-l’Alleud), and the guidance to the NCI Agency general service functions at the geographically dispersed locations. NES includes eight branches: Security; Facility; Design and Delivery of C4ISR Prototypes; Travel and Transport; Supply and Stores; Conference Services; Creative Media Support and Registry. We are looking for a driven and enthusiastic Senior Assistant (Registry) who will take on the following roles and responsibilities:

Process documents, document research and correspondence in accordance with applicable procedures and guidance; Assist in maintenance of the NCIA NS database including: new entries, loans, and corrections as required.

Controls and implements amendments and changes to reports, with particular reference to classified material; Perform downgrading reports, prepare reports for destruction, take part in destruction of documents and all information carriers, and obtain report material on loan from other organizations; Perform inventory checks of classified material mandated by NATO regulations; Provide practical advice to customers on best practices for information management and on optimizing their use of the NCIA Document Management System (RECCEN); Contribute to innovative or improved means of service delivery; Apply information life-cycle best practices, in particular those pertaining to service organization, accessibility, transmission, storage and protection.

For a full list of duties, please review the job description on the NCI Agency career site . About you: The valuable knowledge and experience that you bring to this role are: Higher vocational training in a relevant discipline with 2 years post-related experience. Or a secondary educational qualification with 4 years post-related experience. At least 2 years of experience in information support functions and specialised scientific and technical library, including information life-cycle best practices, in particular those pertaining to organization, accessibility, transmission, storage and protection.

Good practical knowledge of IT applications and of current office software packages with emphasis on the use of the MS SharePoint and document management systems. Good knowledge and experience of international best practices and standards in the field of information management and be familiar with the life-cycle management of records. Experience in managing classified and accountable information/material. Fluency in English, both written and spoken. What we offer:

Genuinely meaningful work as part of the most successful alliance in history; 3 year contract with competitive tax-free salary and household and children’s allowances; Privileges for expatriate staff including expatriation and education allowances (where appropriate) and additional home leave; Excellent private health insurance scheme; Generous annual leave of 30 days plus official holidays; NATO Pension Scheme; Development programs such as professional training, wellbeing, and more. To learn more about NCI Agency and our work, please visit our website . The NCI Agency prides itself on being an equal opportunity employer.

We are committed to fostering an inclusive environment of mutual respect and value uniqueness and differences in gender, gender identity, race, ethnic or cultural origin, age, religion, sexual orientation and physical or neurocognitive ability. Additional details on the conditions of application can be found via the NCI Agency career site.