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Assistant

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Management and Operations Support
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210530 Requisition #

1.         SUMMARY

The Defence Policy and Planning (DPP) Division has the lead role on the defence-related aspects of NATO’s fundamental security tasks at the political-military level.

Within the DPP Division, the Defence Planning Directorate (DPD) is responsible for the conduct of Alliance defence planning, has the lead in the International Staff (IS) for the NATO Defence Planning Process (NDPP). It also assists the efforts of the Allies and selected partners to improve the effectiveness of defence planning and capability delivery. The Directorate works in close cooperation with national delegations, NATO’s Military Authorities and staff in national capitals on all business relating to defence planning, including the analysis of national defence programmes.

The incumbent will carry out the duties of Assistant to the Director of Defence Planning and to the Deputy Director of Defence Planning. S/he will be responsible for the smooth and proficient running of the Director’s office and for efficiently handling a wide range of support duties of an administrative and organizational nature. S/he will work closely with the Principal Assistant to the Assistant Secretary General and the Assistant to the Deputy Assistant Secretary General for DPP.

 

2.         QUALIFICATIONS AND EXPERIENCE

ESSENTIAL

The incumbent must:

·        have a good general education at least to higher secondary level or to secondary level complemented by secretarial school;

·        have at least 4 years’ experience performing administrative support duties;

·        be able to work autonomously and have thorough knowledge of good office practices and procedures;

·        possess experience in organising conferences or in programme administration;

·        possess experience working with an Enterprise Resource Planning (ERP) tool;

·        possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; IV (“Upper-Intermediate”) in the other;

·        have a good knowledge of various software packages, in particular the Microsoft Office suite or similar and be familiar with WEB technologies (training in specific NATO systems will be provided, as necessary).

 

DESIRABLE

The following would be considered an advantage:

·         a university degree;

·         working knowledge of an additional language of a NATO member nation;

·         knowledge of, and experience in accountancy.

 

3.         MAIN ACCOUNTABILITIES

Planning and Execution

Coordinate the administrative activities of the Directorate, as needed, to ensure efficient operation, timely response within deadlines and requests for assistance. Coordinate all missions of the Director and the Deputy Director and execute the necessary preparatory work, including visit folders.

 

Information Management

Answer enquiries and incoming telephone calls, make arrangements for meetings and missions and maintain the office diary. Type and format documents, including tables of figures requiring careful presentation. Build PowerPoint presentations. File correspondence and documents. Maintain an effective follow-up and/or reminder system for pending actions within the Directorate. Prepare and monitor the master schedule of programmed missions and annual leave.

 

Stakeholder Management

Prepare for bi-weekly Directorate Staff meetings and, as needed, some meetings of other NATO entities and committees. Liaise and coordinate with other parts of DPP as well as throughout the IS to ensure efficiency in daily management of workload and processes. Be the point of contact for initial requests of various nature. Maintain all lists of internal and external contacts.

 

Financial Management

Ensure that proper financial procedures are followed for the budget, prepare the necessary financial documents, follow up on activities to ensure that financial files are accurately processed and maintain records of all financial transactions.

 

Knowledge Management

Draft simple memoranda and covering letters for documents to be forwarded to national and NATO authorities. Collect, categorize and track relevant information required for various tasks and projects.

 

Expertise Development

Understand protocol issues and keep abreast of any development that may affect the Director’s office. Proactively develop skills in areas such as planning and organizing, new technology, languages and effective communication. Liaise with others to leverage knowledge.

 

Organisational Efficiencies

Provide constructive suggestions to improve office procedures. Find ways to be faster, better and more effective in managing information and using office tools.

Perform any other related duty as assigned.

 

4.         INTERRELATIONSHIPS

The incumbent reports to the Director of Defence Planning. S/he will work closely with the Deputy Director, the Defence Planning Directorate officers and other members of the Defence Planning Directorate. S/he will deal on a regular basis with: members of Delegations and selected partner missions, other International Staff Divisions and Directorates; the International Military Staff and the Strategic Commands, as well as officials from other countries and from international organizations.

Direct reports: N/a

Indirect reports: N/a.

 

5.         COMPETENCIES

The incumbent must demonstrate:

 

·        Clarity and Accuracy: Checks own work;

·        Customer Service Orientation: Takes personal responsibility for correcting problems;

·        Empathy: Listens actively;

·        Flexibility: Acts with flexibility;

·        Initiative: Is decisive in a time-sensitive situation;

·        Organisational Awareness: Understands the Organization's structure;

·       Teamwork: Expresses positive attitudes and expectations of team or team members.

 
6.         CONTRACT
 
Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years’ duration; possibility of an indefinite duration contract thereafter.
 
Contract clause applicable:
In accordance with the NATO Civilian Personnel Regulations, the successful candidate will receive a definite duration contract of three years, which may be followed by an indefinite duration contract.
If the successful applicant is seconded from the national administration of one of NATO’s member States, a 3-year definite duration contract will be offered, which may be renewed for a further period of up to 3 years subject to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years.
Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Régulations.
 
7.         RECRUITMENT PROCESS
 
Please note that we can only accept applications from nationals of NATO member countries.
Applications must be submitted using e-recruitment system, as applicable:
  • For NATO civilian staff members only: please apply via the internal recruitment portal (link);
  • For all other applications: www.nato.int/recruitment
Please note that at the time of the interviews, candidates will be asked to provide evidence of their education and professional experience as relevant for this vacancy.
Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate) and approval of the candidate’s medical file by the NATO Medical Adviser.

More information about the recruitment process and conditions of employment, can be found at our website (http://www.nato.int/cps/en/natolive/recruit-hq-e.htm
 
8.         ADDITIONAL INFORMATION
 
NATO is committed to diversity and inclusion, and strives to provide equal access to employment, advancement and retention, independent of gender, age, nationality, ethnic origin, religion or belief, cultural background, sexual orientation, and disability. NATO welcomes applications of nationals from all member Nations, and strongly encourages women to apply.
 
Building Integrity is a key element of NATO’s core tasks. As an employer, NATO values commitment to the principles of integrity, transparency and accountability in accordance with international norms and practices established for the defence and related security sector. Selected candidates are expected to be role models of integrity, and to promote good governance through ongoing efforts in their work.
 
Due to the broad interest in NATO and the large number of potential candidates, telephone or e-mail enquiries cannot be dealt with.
 
Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature, albeit at the same or a lower grade, provided they meet the necessary requirements.
 
The nature of this position may require the staff member at times to be called upon to travel for work and/or to work outside normal office hours.
 
The organization offers several work-life policies including Teleworking and Flexible Working arrangements (Flexitime) subject to business requirements.
 
Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment.  

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