Internal Audit Senior Assistant

· Higher vocational training in a relevant discipline with 2 years post-related experience. Or a secondary educational qualification with 4 years post-related experience
· 2+ years’ experience in progressively responsible administrative roles
· Demonstrable skills in use of personal computer office automation packages, particularly Microsoft applications and SharePoint

DUTIES/ROLE:
· Assist in performing administrative and management support duties pertaining to personal-in-confidence work, and in particular assistance to the Head IA in the management of their staff. This includes: keeping up-to-date personnel records and statistical information, and advising on the actions necessary to maintain relevant documents
· Support Tasker Tracker coordination: represent the IA at the TTE coordination meeting, screen incoming tasks and distribute to Action Officers (ensuring appropriate access and distribution), proactively monitor completion of tasks, support and finalize the process, ensuring that documents are coordinated with Head IA in compliance with applicable NCI Agency guidance and matrix organization, changes/comments are addressed, and POCs are kept informed
· Assist in making arrangements for meetings of, and visits to, the IA; this must take into account Agency meetings and VIP visits
· Make arrangements for travel/in-Theatre assignments, including; associated NATO Travel Authorization, reserving accommodation, submitting security clearances/visit requests, and preparing purchase orders for conference/exhibition fees
· Perform basic analyses and compile reports and briefings, as directed by the management
· Ensure that correspondence and documents are prepared in accordance with the Agency’s official document formatting guidelines, and language usage is corrected where necessary
· Facilitate the input, extraction and maintenance of information on internal Agency sources relevant to the daily operation. This will typically entail working with the Agency’s IMIS, to access various financial, operational and managerial data available through Agency web based tools
· Assist IA staff in organizing meetings, workshops and conferences, in accordance with Agency procedures. Be responsible for administrative organizational aspects, including; requesting conference facilities/hotel accommodation, processing approvals/memos/invitations, requesting linguistic services, quotes from caterers and support to participants
· Prepare and circulate proof copies of formal IA reports for necessary review and signatures, ensuring final copies are forwarded for printing, and appropriate distribution lists are forwarded
· Prepare and process web formatted information and maintain information on the web pages
· Act as a point of contact for IA staff and deal diplomatically and effectively with a wide variety of issues, including; answering enquiries and incoming telephone calls, assisting in scheduling of day-to- day business, and regarding Education and Training matters. Determining, controlling and maintaining information flow, including e-mail traffic within the office
· Drafting of straightforward memoranda, notes and cover letters to documents. Prioritising work and processing accurately and speedily
· Filing of correspondence and documents, in accordance with the Agency’s procedures, and providing assistance in obtaining requested documents
· Assist staff in following Agency procedures and guidelines, and give appropriate advice
· Liaise with staff of the Agency and external contacts on issues relating to IA
· Provide administrative support to the Internal Control Panel (ICP) and Audit Advisory Panel (AAP)
· Provide administrative support regarding Interim Workforce Capacity (IWCs) of the IA team