Principal Assistant
🔍 Belgium
- 📅
- 251361 Requisition #
1. SUMMARY
The NATO Office of Resources (NOR) provides independent and integrated expert advice to the Secretary General, NATO Resource Committees, Allies, and other stakeholders on the planning, allocation and utilisation of military common funding made available to achieve NATO’s goals and objectives.
The NOR advice is based on sound judgement underpinned by facts, figures expertise and knowledge. It follows NATO policies, procedures and standards, and is independent of external stakeholder’s viewpoints. It supports efficient and effective use of public funds by assessing the policy compliance, eligibility, affordability, technical viability, and lifecycle implications of military requirements and proposed solutions. Furthermore, the NOR facilitates resource-informed political decision-making.
The incumbent will carry out the duties of the Principal Assistant to the Director and also supports the Deputy Director as required. The Principal Assistant is accountable for efficiently handling a wide range of administrative and organizational support duties and should demonstrate strong ethics of integrity, confidentiality and diplomatic tact when dealing with sensitive issues.
2. QUALIFICATIONS AND EXPERIENCE
ESSENTIAL
The incumbent must:
- have a good general education at least to higher secondary level;
- have at least 6 years previous experience in provision of office administrative support;
- have experience managing the calendars, travel arrangements, hospitality events, and meeting preparation of senior managers;
- have proficiency in Microsoft Office software (Word, Excel, Outlook, PowerPoint, and SharePoint);
- have proficiency in document management (workflow, quality control, and distribution);
- have strong written and oral communication skills; including the ability to edit documents;
- possess the following minimum levels of NATO’s official languages (English/French): V (‘Advanced’) in one; and III (‘Intermediate') in the other.
DESIRABLE
The following would be considered an advantage:
- have experience as a principal assistant at senior executive level;
- have experience working in a multinational environment;
- have a good understanding of the NATO environment, structures, practices, and procedures;
- be familiar with Information Knowledge Management, and Enterprise Resource Planning (ERP) systems and tools;
- possess fluency in both official NATO languages.
3. MAIN ACCOUNTABILITIES
Expertise Development
Proactively develop and apply expertise and skills related to administrative support and technology. Leverage knowledge with other colleagues and contribute to the development of others.
Financial Management
Ensure proper administration of financial resources allocated to DNOR, in particular as regards mission travel and hospitality, ensuring proper procedures are followed.
Information Management
Support the efficient flow of information within, into, and out of the NOR, in particular through prompt handling of incoming/outgoing correspondence. Prepare, edit, and format various documents for DNOR's signature using standard software packages.
Knowledge Management
Collect, categorise, input and track information in the NATO knowledge management system, ensuring data quality and relevance.
Organizational Efficiencies
Analyze, recommend and implement organizational efficiencies that improve procedures and processes related to office management.
Planning and Execution
Organise own work to ensure the accurate and timely execution of duties. Administer DNOR’s schedule as well as DDNOR’s as required: arrange meetings and handle related details, such as travel. Administer DNOR's representational activities. Provide administrative support to DNOR and DDNOR as required. Review and quality control documents submitted for DNOR’s signature.
Project Management
Contribute to or conduct small projects, as tasked by DNOR.
Stakeholder Management
Liaise and coordinate across the NOR to ensure efficiency in daily management of the work. Clarify and contribute to stakeholders' expectations by liaising and coordinating with a network of contacts across NATO. Maintain regular contacts with senior members of Delegations, Divisions and Directorates, the IMS, Strategic Commands, and other callers or visitors to the NOR Front Office.
Perform any other related duties as assigned.
4. INTERRELATIONSHIPS
The incumbent reports to the Director, NOR. The Principal Assistant works closely with senior leadership of the NOR and under the general oversight and coordination with the Executive Officer to include their tasking authority, as required. The incumbent maintains a working relationship with other Assistants throughout the NOR and in other IS Divisions and Independent Offices.
Direct reports: N/A
Indirect reports: N/A
5. COMPETENCIES
The incumbent must demonstrate:
- Clarity and Accuracy: Monitors others' work for clarity
- Customer Service Orientation: Takes personal responsibility for correcting problems
- Empathy: Reads non-verbal cues and understands meanings
- Flexibility: Acts with flexibility
- Initiative: Is decisive in a time-sensitive situation
- Organisational Awareness: Understands organisational climate and culture
- Teamwork: Solicits inputs and encourages others
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.
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.
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