Assistant
🔍 Belgium
- 📅
- 250112 Requisition #
1. SUMMARY
The Defence Investment (DI) Division is responsible for facilitating the development and adoption of cutting-edge, innovative and interoperable capabilities, critical to ensuring the Alliance’s ability to undertake the full spectrum of missions and operations. Key lines of effort include:
- leading the development of major complex capability programmes in the land, maritime, air and space domains - including on Air and Missile Defence, Alliance Future Surveillance and Control capability (follow on to AWACS), Air Command and Control (Air C2), Joint Intelligence Surveillance and Reconnaissance (JISR) assets and other critical Consultation, Command & Control (C3) networks – and in doing so addressing all policy, political-military, technical and practical aspects
- leading NATO’s policy and engagements in the aviation domain;
- maintaining the Alliance’s technological edge through exploring and driving adoption of emerging and disruptive technologies, with a particular focus on autonomous systems;
- informing and responding to the Alliance’s evolving capability needs through the NATO Defence Planning;
- providing oversight to NATO Agencies involved in capability development and delivery (in particular NATO Communication and Information Agency and NATO Support and Procurement Agency);
- working with a range of key stakeholders within NATO including the Strategic Commands and externally with NATO Partners and relevant international and regional organisations including the EU, as well as with industry and academia.
The Armament and Aerospace Capabilities Directorate (A&A Cap) supports consensus decision making at NATO Headquarters on a wide range of joint, land, air and maritime capabilities required for the full range of the Alliance’s missions. The Directorate supports NATO Defence Planning activities and related capability initiatives. To that end, it provides capability-related advice to NATO committees and the Organization’s senior management. Specific responsibilities include policy and capability development, support and oversight in the areas of Integrated Air and Missile Defence, Aerospace, Joint Intelligence, Reconnaissance, Surveillance (JISR) as well as multinational armaments cooperation and projects.
The IAMD Section is responsible for policy guidance, programmatic support, capability development and delivery and cooperation on all IAMD-related matters, including relevant space and other air power topics, as well as the development of integrated air and missile defence capabilities within the framework of the NATO Defence Planning Process (NDPP). The Section supports the IAMD Policy Committee (IAMD PC), the Joint Capability Group on Surface Based Air and Missile Defence (JCG SBAMD), IAMD-related aspects of CNAD work and the programmatic governance of NATO Ballistic Missile Defence and Air C2 programs. The Section is responsible for coordinating all Joint Air Power (JAP) and IAMD entities, in particular the NATO Military Authorities (NMAs) and other relevant NATO bodies and agencies and external stakeholders. The Section also develops and conducts relevant activities with Partners and other external actors in various NATO fora, including conferences, seminars and workshops.
The incumbent carries out the duties of Assistant in the IAMD Section. The incumbent is accountable for efficiently handling a wide range of support duties of an administrative and organisational nature.
2. QUALIFICATIONS
ESSENTIAL
The incumbent must:
- have a good general education at least to higher secondary level or to secondary level;
- have at least 4 years' previous experience of administrative duties and a thorough knowledge of good office practices and procedures;
- have good professional drafting and editing skills;
- demonstrate working knowledge of PC software applications;
- be able to prioritize a wide-range of competing demands from various customers and to provide high-quality service;
- possess knowledge of, and experience in budget organisation and accountancy;
- demonstrate ability for teamwork;
- demonstrate ability to work efficiently under time pressure;
- be flexible to work outside normal office hours as required;
DESIRABLE
The following would be considered an advantage:
3. MAIN ACCOUNTABILITIES
Information Management
Administer the Section Head’s schedule and the Section’s calendar. Answer enquiries and incoming calls. Draft memoranda and cover letters to documents. Type and format Section documents as needed, including committee documents, tables of figures, requiring careful presentation, using the standard software packages used by NATO (Word, Excel, PowerPoint, ERP). Oversee the paper flow in and out of the office including retrieving and organising correspondence/documents (including classified information). Maintain an effective follow-up and/or reminder system for pending actions within the Section.
Planning and Execution
Assist with the day-to-day administration of the IAMD Section; arranging meetings and handling related details, such as necessary travel arrangements and mission coordination, as well as coordination of leave plans. Working in synergy with the other Section assistant, organise own workload to ensure the accurate and timely execution of duties or their efficient and timely delegation.
Knowledge Management
Collect, categorise, and track relevant information required for various tasks and projects. Maintain well-structured paper and electronic filing systems and ensure thorough continuity of information flow with the other assistant and within the Section.
Stakeholder Management
Liaise with all stakeholders to ensure efficiency in daily management of workload and processes. Be the initial point of contact for a wide variety of requests. Maintain lists of internal and external contacts.
Expertise Development
Proactively develop skills in areas such as planning and organising, new technology (such as ERP and related products), language development, as needed, as well as effective communication. Liaise with other Assistants to leverage knowledge.
Organisational Efficiencies
Provide constructive suggestions to improve office procedures. Working in coordination with the other Section assistant, explore additional ways to be faster, better and more effective in managing information and using office tools.
Financial Management
Ensure that proper financial procedures are followed for all budget matters, prepare the necessary financial documents, follow up on activities to ensure that financial files are correctly processed and maintain records of all financial transactions.
Perform any other related duty as assigned.
4. INTERRELATIONSHIPS
The incumbent reports to the Head, Integrated Air and Missile Defence, supports the officers in the Section, as required, and coordinates with the other Section assistant on a daily basis. The incumbent maintains close working relationships with other staff across the Directorate, the Division, Delegations and elsewhere, as required.
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.
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.
7. USEFUL INFORMATION REGARDING APPLICATION AND 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
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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)
Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate), approval of the candidate’s medical file by the NATO Medical Adviser, verification of your study(ies) and work experience, and the successful completion of the accreditation and notification process by the relevant authorities.
NATO will not accept any phase of the recruitment and selection prepared, in whole or in part, by means of generative artificial-intelligence (AI) tools, including and without limitation to chatbots, such as Chat Generative Pre-trained Transformer (Chat GPT), or other language generating tools. NATO reserves the right to screen applications to identify the use of such tools. All applications prepared, in whole or in part, by means of such generative or creative AI applications may be rejected without further consideration at NATO’s sole discretion, and NATO reserves the right to take further steps in such cases as appropriate.