Head, Divisional Support Section and Executive Officer (XO)

Appointment to this post is linked to the availability of funds which require further approval.

The publication of this call for interest is organised as a fast track competition open to candidates who already hold a valid NATO personnel security clearance or a valid personnel security clearance (PSC) at the appropriate level issued by the candidate’s parent National Security Authority (NSA) / Designated Security Authority (DSA) or any  other competent security authority: this may include NATO International Civilians, temporary staff, consultants, contractors, interns, Voluntary National Contributions (VNCs) and members of Allied National administrations.

This particular post requires a security clearance at COSMIC TOP SECRET/ATOMAL level, issued by the candidate’s parent NSA/DSA or competent security authority. When the selected candidate requires a PSC at a level higher than they currently possess, the appropriate upgrade will be requested from the parent NSA/DSA or competent authority.

1.             SUMMARY

The Defence Policy and Planning (DPP) Division is responsible for the development and implementation of the defence policy and planning dimension of Alliance activities. The Division serves the Defence Policy and Planning Committee (DPPC), the Resilience Committee (RC) and the Nuclear Planning Group (NPG) through the NPG Staff Group.

The incumbent will provide coordinated advice to the Assistant Secretary General (ASG) and the Deputy Assistant Secretary General (DASG) on matters pertaining to the activities of the Division; support and coordinate the ASG’s and DASG’s activities; and ensure the effective planning, management and smooth running of their office. They provide coordinated and substantiated advice to the ASG and the DASG on a wide range of defence policy and planning issues and activities.  To that end, they will coordinate efforts between DPP and other NATO Divisions and bodies involved in the preparation of documents for approval by the ASG and the DASG. The incumbent is responsible for ensuring that the workflow of the Division is handled efficiently and effectively and results in the timely delivery of high-quality and fully-staffed products addressed, to the Private Office of the Secretary General, the DPPC, RC, NPG Staff Group and other stakeholders. They will also ensure that the divisional deliverables are fully coordinated with the co-located International Military Staff (IMS) Division.  The incumbent is DPP’s primary interlocutor on the organisation of work with other XOs, Delegations and similar officials.

In addition, the incumbent will be the Head of the Divisional Support Section.  In support of the Alliance initiatives and objectives, they will be in charge of the Committee meeting strategic planning (DPPC and RC), in close coordination with Directorates, and supervise the provision of drafting, administrative, organisational support, and procedural advice to the committees served by DPP, in particular the DPPC and the RC. 

The incumbent will also provide support to the Division by undertaking special projects, as directed by ASG/DASG DPP.

The incumbent will work in a Division which considers diversity and inclusion as essential to the way it works. At DPP, Diversity and Inclusion is considered to be as important as our programme of work and the number of staff who support it. DPP is a workplace which values each staff member for their contributions, perspectives and potential. At DPP, staff members feel equally involved in and supported in all areas of the workplace.

2.             QUALIFICATIONS AND EXPERIENCE

ESSENTIAL

The incumbent must: 

• posses a degree from a university or institute of recognised standing or an equivalent qualification from a defence/military institution;
• have at least 5 years’ relevant experience;
• have a detailed knowledge of defence policy / defence planning or related military matters; and of the Alliance’s deterrence and defence agenda;
• be conversant with the Alliance’s structure, practices and procedures, as well as its political and military consultative processes and the key defence and security policy issues on its agenda; 
• possess relevant experience in prioritizing, multitasking and in dealing with a large amount of issues and tasks;
• have proven experience in managing, co-coordinating and engaging a team;
• have a good knowledge of various software packages, in particular the Microsoft Office suite and Microsoft SharePoint or similar (training in specific NATO systems will be provided, as necessary);
• have strong written and oral communication skills, including the ability to draft and edit documents for a senior audience;
• possess the following minimum levels of NATO’s official languages (English/French): VI (“Proficiency”) in one; III (“Intermediate”) in the other.

DESIRABLE

The following would be considered an advantage:

• experience of working in a major international organisation or international environment;
• programme and project management expertise in public/private sector environments;
• knowledge of NATO Defence Planning procedures, its support structures and the role of the DPPC in the NATO Defence Planning Process;
• awareness of the Enablement and Resilience matters on NATO’s agenda;
• awareness of nuclear related matters on NATO’s agenda;
• relevant military experience in command and in staff positions.

3.             MAIN ACCOUNTABILITIES

Planning and Execution

Oversee day-to-day management of ASG/DPP's office, and lead coordination within DPP, with other divisions, and between the International Staff (IS) and IMS. Ensure assignment and timely completion of tasks from both the Private Office and the ASG. Participate and provide advice on the shaping and staffing of various defence policies, and Information, Communication and Technology (ICT) related matters, integrate them into future strategic plans for the Division and oversee their timely completion Run practical, administrative and logistical aspects of committee work and track the implementation of committee decisions, report on progress and contribute to the timely execution of policy directives issued by the Committees.

Project Management

Proactively plan, organise and supervise the DPPC and RC programme of activities, as well as any other special projects, such as webinars and symposia under the supervision of ASG/DPP and/or DASG/DPP. Take on assignments for issues that do not fall under the remit of one of its sections 

Information Management

Ensure the proper application of NATO procedures and processes. Facilitate and enable inter- and intra- divisional information and data sharing. Identify relevant topics and implement standard methods and regular maintenance to ensure accurate and accessible information. 

Expertise Development

Screen incoming documents for the ASG, highlight matters of interest, and provide preliminary analysis and advice, as required. Keep abreast of international affairs, particularly political-military and defence developments, in order to ensure coherence cross DPP’s work. Advise ASG and senior-level management in a clear and concise manner.

Stakeholder Management

Seek to ensure DPP Directors and Section Heads work to meet the Committees’ and divisional agendas and assist in coordinating these matters. Act as a key interlocutor with the Secretary General's Private Office to ensure good communication on relevant matters. Represent ASG/DPP at meetings, conferences and seminars as required.  Liaise with Allied and Partner Committee representatives to produce quality and decisive output, work closely with members of the IS, IMS, National Military Authorities (NMAs), and other NATO bodies, and cooperate closely with the Executive Officers in other Divisions with a view to developing common approaches to management and other issues of common interest. Represent the Division in contacts with external stakeholders.

People Management 

Manage the staff of the Divisional Support Section. Provide the section’s staff members with in-depth mentoring, coaching and training opportunities to improve staff performance, motivation, development, and engagement and provide regular feedback on performance. Support the ASG and the management team in implementing sound and inclusive management principles across the Division. Create a motivating, effective and inclusive workplace. Champion diversity and inclusion, provide in-depth mentoring, coaching and training opportunities and be available to offer guidance at critical moments. Ensure that all staff under their responsibility are clear on Organisational, Divisional and Directorate objectives. Provide regular and fair feedback on performance as a staff development tool, throughout every day work, and formally via the HQ Performance Review and Development (PRD) system. Engage in a collegial dialogue and review of performance to discuss possible development and mobility opportunities for individuals, identify high potential staff and help ensure common standards are applied for an equitable process. 

Knowledge Management

Facilitate inter-divisional information sharing, including with a view to transferring knowledge across DPP and with key interlocutors. Ensure that divisional knowledge is stored and that the content is relevant and accessible to users.

Organisational Efficiencies

Promote the use of management tools and mechanisms to help the Division function more transparently, efficiently and effectively. Rationalise working procedures. Participate in cross-divisional efforts on processes and procedures to improve the overall functioning of NATO.

Policy Development

Contribute to the structure and development of policy efforts for the Division. Coordinate internal policy matters and initiatives in collaboration with relevant IS and IMS contacts. Advise the ASG/DPP and DASG/DPP on policy development within the Division as well as throughout NATO.

Perform any other related duty as assigned.

4.             INTERRELATIONSHIPS

The incumbent reports to the Assistant Secretary General, Defence Policy and Planning, and works closely with the DASG, Directors and Section Heads. They communicate and exchange information on a regular basis with NATO International Staff (IS) at all levels and with senior NATO and national officials. They will collaborate with the Private Office on a frequent basis, as directed, and monitor and report on any taskers, DPP related initiatives and programme developments. They will have direct management responsibility over the Division Support Section. 

Direct reports: 6

Indirect reports: N/A

5.             COMPETENCIES

The incumbent must demonstrate:

• Achievement: Creates own measures of excellence and improves performance;
• Analytical Thinking: Sees multiple relationships;
• Clarity and Accuracy: Monitors others' work for clarity;
• Conceptual Thinking: Applies learned concepts;
• Customer Service Orientation: Makes things better for the customer, addressing underlying customer needs;
•  Impact and Influence: Uses indirect influence;
• Initiative: Is decisive in a time-sensitive situation;
• Teamwork: Solicits inputs and encourages others.