Head, Planning Office
🔍 Belgium
1. SUMMARY
The Joint Intelligence and Security Division (JISD), under the leadership of the Assistant Secretary General (ASG) for Intelligence and Security, comprises two principal pillars: Intelligence, headed by the Deputy ASG for Intelligence; and the NATO Office of Security, (NOS) headed by the Deputy ASG for Security (DASG-S) / Director NOS.
The NOS is responsible for the overall coordination of NATO security member nations, NATO civil and military bodies as well as International Organisations and partner nations. It is also responsible for the security of the NATO Headquarters (HQ) and its personnel in Brussels and abroad on mission and in satellite offices, and for the protection of the Secretary General. The NOS comprises the Office of the Director, the Security Policy Oversight Branch (SPOB), the Protective Security & Emergency Services Branch (PSESB), the Security Intelligence Branch (SIB) and the Close Protection Unit (CPU).
The PSESB’s mission is to ensure the security and safety of the NATO HQ, its people, infrastructure and information. In coordination with the Host Nation, it analyses threats and vulnerabilities, determines risks and acts to minimise them. Its staff works in the following domains: access management; security regulations and infractions; physical security; security guarding; fire, first aid and CBRN; emergency procedures; information assurance; security awareness and “special events” (high-level meetings at the NATO HQ, and in NATO member and partner nations). It also provides advice on protective security issues in the NATO satellite offices.
The incumbent is responsible for the management of the Planning Office team, whose main tasks are to plan and ensure communication and coordination within the PSESB and with external stakeholders on the protective security aspects related to events, visits, NATO meetings, and works at NATO HQ.The incumbent supports the necessary coordination across PSESB, with HN Security and Emergency Services, and with other NATO HQ stakeholders for the planning of events, NATO meetings, visits and works at the NATO HQ. They are responsible for overseeing the logistics of the Operational Units, making sure that necessary resources are planned to support NATO HQ activities when identified and within the scope of the Planning Office responsibilities. They work under the supervision of the Head, Operations Section.
2. QUALIFICATIONS
ESSENTIAL
The incumbent must:
- possess a university degree or equivalent qualification from an institute of recognised standing;
- have at least 3 years’ experience in coordinating and planning security measures for works, protocol, high-level visits and events;
- possess experience working in a security, law enforcement or military organisation;
- possess excellent writing skills and the ability to draft clear, precise and concise procedures and reports;
- demonstrate excellent knowledge of the Microsoft Office suite;
- be flexible to work outside of normal working hours in response to crises and urgent requirements;
- possess the following minimum levels in the official languages of NATO (English/French): V (“Advanced”) in one and III (“Intermediate”) in the other.
DESIRABLE
The following will be considered an advantage:
- experience in overseeing the logistics and procurement activities related to the operational requirements of a police/security organization;
- project and/or program management qualification (e.g., PRINCE2, MPS (Managing Successful Programmes) or Project Management Professional);
- a good knowledge of NATO’s security policy and its supporting directives (e.g., Information, Personnel and Technical Security);
- experience working in a multinational environment;
- experience in Emergency Incident Management and/or Business Continuity Management;
- experience working in a data processing environment and be able to work with data base programmes (e.g., SharePoint);
Supervise, control and coordinate the day-to-day activities of the Planning Office in the domains of logistics, works, (high-level) visitsand events for the Operations Section. Adjust the schedule of the Planning Office’s staff according to the situation, striving to meet unforeseen challenges and set priorities to handle work effectively. At NATO HQ, represent PSESB at coordination meetings to grasp any involvement and share meeting minutes and reports to support JISD/NOS/PSESB leadership in assessing the best options to support activities. Supervise the planning and submission of purchase orders on behalf of the PSESB as necessary and appropriate.
Ensure full advantage is taken of electronic records management tools (e.g. SharePoint, Document Tracking System) to maintain relevant records and information holdings. Identify and implement process improvement initiatives within the Planning Office functions. Provide the PSESB management, upon request, with relevant statistics and data regarding the activities that the Planning Office was involved with.
Knowledge Management
Support the preparation of relevant Planning Office documents as necessary, and exchange knowledge and information with colleagues on relevant issues. Ensure internal procedures and practices (e.g. Standard Operating Procedures) are well documented and updated on a regular basis. Work with the administrative staff to ensure that documents are distributed in a timely manner to stakeholders and customers.
People Management
Determine, set and communicate the team's responsibilities and objectives including focus on customer service delivery. Lead and manage the staff to build a well-respected, highly trained and motivated team. Develop the team members to take on additional roles in an emergency or period of high operational tempo. Provide mentoring, coaching and training opportunities to staff and be available to offer guidance at critical moments. Ensure that all staff under their responsibility have clarity about organizational, divisional, branch and section objectives. Provide regular, fair and objective feedback on performance, both informally and via the IS Performance Review and Development (PRD) cycle. Ensure the development of staff through sound and inclusive management principles. Communicate on best practices, business processes, and systems-related aspects.
Review project performance of own projects as directed. Identify opportunities for improvement. Respond to changes in requirements in a positive and flexible manner, demonstrating resilience to change and uncertainty. Establish clear plans and timeframes for project implementation. Take responsibility for managing work projects to achieve results. See projects through to completion and identify lessons. Monitor project progress and adjust plans as required. Consider the risks, opportunities and ramifications of issues and longer-term impact of own work and work area. Follow-up projects involving multiple stakeholders and coordinate the implementation of all steps to finalise such projects. Provide regular updates to Line Manager and key stakeholders.
Establish and maintain strong professional relationships with key interlocutors at NATO HQ and with Host Nation representatives. Ensure effective cooperation between JISD/NOS Operational Units and interaction with Member Delegations, Partner Missions, International Staff/International Military Staff and other NATO Bodies and clients in order to provide timely and effective services to the NATO HQ community.
Perform any other related duty as assigned.
4. INTERRELATIONSHIPS
The incumbent reports to the Head, Operations, and liaises closely with other staff within JISD/NOS/PSESB, with the JISD Front Office, with Delegations, Missions and with HQ International Staff services.
Direct reports: 3
Indirect reports: N/a
5. COMPETENCIES
The incumbent must demonstrate:
- Achievement: Works to meet standards.
- Analytical Thinking: Sees multiple relationships.
- Clarity and Accuracy: Checks own work.
- Conceptual Thinking: Applies learned concepts.
- Customer Service Orientation: Takes personal responsibility for correcting problems.
- Empathy: Is open to others’ perspectives.
- Impact and Influence: Takes multiple actions to persuade.
- Initiative: Is decisive in a time-sensitive situation.
- Teamwork: Solicits inputs and encourages others
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
Before you apply to any position, we encourage you to click here and watch our video providing 6 tips to prepare you for your application and recruitment process.
Do you have questions on the application process in the system and not sure how to proceed? Click here for a video containing the information you need to successfully submit your application on time.
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.
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.
NATO is committed to fostering an inclusive and accessible working environment, where all candidates living with disabilities can fully participate in the recruitment and selection process. If you require reasonable accommodation, please inform us during your selection process.
Candidates will be required to provide documented medical evidence to support their request for accommodation.
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.
For information about the NATO Single Salary Scale (Grading, Allowances, etc.) please visit our website. Detailed data is available under the Salary and Benefits tab.
NATO does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. For more info please click here.