Head (Registry & Services)

Post Context

On 15 FEB 2024, the NATO – Ukraine Council (NUC) Defence Ministers took the political decision to endorse the establishment of the NATO-Ukraine Joint Analysis, Training, and Education, Centre (JATEC).  Subsequently, in JUL 2024, the Washington Summit agreed to take forward the establishment of the NATO-Ukraine JATEC, as an important pillar of practical cooperation, to identify and apply lessons from Russia’s war against Ukraine and increase Ukraine’s interoperability with NATO. With this agreement, the Allies approved the establishment of a Joint Civil-Military Centre under ACT Leadership to become a pillar of the NATO-UKR relationship.

JATEC provides analytical, educational, and training capabilities to jointly identify and apply lessons from Russia’s war against Ukraine, and embedding these in strategy, policy, doctrine, tactics, and operations. In this context, JATEC contributes to the development of NATO’s and Ukraine’s transformation in deterrence and defence, crisis prevention, crisis management and cooperative security, providing support to the successful achievement of NATO – Ukraine interoperability objectives.

Principal Duties:

• Directs, coordinates and supervises the activities of the Classified Document Service and Courier & Mail Distribution;
• Manages archiving and storage of all NS and NATO/UKR Secret classified and non-classified documents;
• Supervises destruction of NS and NATO/UKR Secret Registry classified documents iaw NATO regulations and directives;
• Reviews and updates publications and standard operating procedures relevant to his/her duties;
• Plans, develops and conducts briefings and classes on handling procedures of classified material, documents and procedures;
• Serves as the crypto custodian for NATO seals;
• Supervises and approves monthly reports and requests of fund allocation for local postage expenditures;
• Serves as the Deputy CACO (Cosmic Top Secret ATOMAL Control Officer);
• Keeps liaison with Host Nation Authorities in relation to classified material Courier services.

 Essential Qualifications / Experience:

• Higher Secondary education and intermediate vocational training in information science, management information systems, library, computer science or related discipline which might lead to a formal qualification with 2 years experience, or Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 4 years post related experience.
• Four years’ experience working in a central headquarters administrative role including archiving and managing classified material.
• Four years’ experience in document handling with an automated document management system.
• Two years’ managerial and supervisory experience.

Language:

English – SLP 3333  - (Listening, Speaking, Reading and Writing)

Desirable Qualifications / Experience:

• Previous relevant experience in a multinational or international organisations.
• Previous experience as courier or coordination of courier services.
• A detailed knowledge and understanding of NATO Documents and their lifecycle.
• A knowledge of the organization of NATO Document Release Authorities.

Attributes/Competencies:

Personal Attributes:

• Must possess strong interpersonal and verbal/written communication skills, capable of working harmoniously in fast-paced, multi-national environment;
• Displays initiative in planning ahead and ability to find solutions to problems that arise in the daily conduct of responsibilities including resolution of schedule conflicts, working out details associated with travel plans, and finding solutions to problems with office equipment;
• The ability to adapt to flexible work patterns and work as part of a team, adjusting without concerns to last minute changes;
• Must be able to work under pressure and should have a pro-active approach to his/her duties;
• May be required to assist at functions outside of normal work hours. Travel on temporary duty will not normally be required;
• Attention to detail is very important;
• Must be able to liaise effectively, internally with NATO military and civilian personnel, and externally with offices of foreign governments and agencies.

Managerial Responsibilities:

• The Cell Head has managerial and budgetary responsibilities ensuring that the activities are as cost-effective as possible.

Professional Contacts:

• Frequent interaction with high-ranking military and civilian personnel;
• Must be able to liaise effectively, internally with NATO military and civilian personnel, and externally with offices of foreign governments and agencies

Contribution To Objectives:

The incumbent will make significant contribution to the achievement of the JATEC’s objectives. The role is vital in the smooth and efficient running of the Registry and Protocol support and is thus of great importance to the JATEC through effective administration.

Security Clearance

The successful applicant will be required to apply for and receive a COSMIC TOP SECRET Security Clearance prior to final confirmation of contract and commencement of employment.

Contract

• This position is linked to a specific NATO project and is for a limited duration of 3 (three) years only.
• Serving NATO International Civilian staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.  Newly recruited staff will be offered a three year definite duration contract.

Notes for Candidates

The HQ SACT web site gives full details on the eligibility criteria and application processes to be adopted by all candidates.  However, candidates should particularly note:

Please answer each of the pre-screening questions completely in English. Expressions such as: “please see attached CV, please see annex, please see enclosed document, etc” are not acceptable; this is a cause of immediate rejection of the application.

Particular attention should be given to Education and Experience section of your application form, which should be populated with details of your career to date and educational achievements and certifications as they relate to your application.

The candidature of NATO redundant staff at grade G12 will be considered with priority.

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.

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.

This vacancy will close on 22 November 2024 @ 17:59hrs (EDT)/11:59hrs (CEST).