Administrative Officer

Job Description

Duties of this role include:

• Lead the day‑to‑day management of the Regional Hub, ensuring a professional, safe, and effective working environment.
• Coordinate requirements for office space, furniture, supplies, and support internal communications.
• Coordinate with counterparts in the other DIANA Offices in facilitating efficient and effective information management processes.
• Upkeep of Regional Hub webpage to ensure effective information management across all DIANA offices.
• Liaise with local authorities to ensure compliant processes are in place for local personnel.
• Manage supplier and service provider performance, including cleaning, maintenance and repairs.
• Oversee office‑related budgets, including forecasting and procurement.
• Oversee and support the planning and delivery of regional events.
• Oversee the local SSR requirements of the office in coordination with the IT & Security Coordinator, ensuring physical and technological security standards are being upheld by all persons onsite at the Estonia Regional Hub.
• Undertake risk reviews and develop mitigating measures for the Regional Hub.
• In coordination with DIANA HR, plan and execute personnel matters for the Estonia Regional Hub, including the induction and onboarding of staff, and other HR related tasks.
• Provide guidance to the Administrative Assistant.
• Create and promote a sound and inclusive workplace culture and management practices throughout the Estonia Regional Hub.
• Perform any other related duties as may be required.

3. ROLE REQUIREMENTS, QUALIFICATIONS AND EXPERIENCE

ESSENTIAL

The incumbent must have:

• A minimum requirement of a Bachelor’s degree at a nationally recognised/certified University in a related discipline and 2 years post-related experience. OR exceptionally, the lack of a university degree may be compensated by the demonstration of a candidate’s particular abilities or experience that is/are of interest to DX, that is, at least 6 years extensive and progressive expertise in duties related to the function of the post.
• A minimum of 2 years’ administrative management experience, in particular in implementing personnel management processes and initiatives.
• Experience in office / facility management.
• Experience organizing and managing a diverse workload in a fast-paced environment.
• Very good knowledge of MS Office, including MS Teams/SharePoint or similar.
• Very good communication and writing skills.
• Possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; and I (“Beginner”) in the other.

NOTE: Most of DIANA’s internal work is conducted in the English language.

DESIRABLE

The following would be considered an advantage:

• Experience working in an innovative or start-up environment.
• Familiarity with security requirements and processes within an international organisation or within a national government.
• Experience in project/programme management.
• Working knowledge of the Estonian language.
• Knowledge of NATO policies and procedures.

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