Programme Coordinator
🔍 Belgium
- 📅
- 241293 Requisition #
Pending budgetary approval
1. SUMMARY
NATO Integrated Air and Missile Defence (IAMD) is an essential and continuous mission, requiring an enhanced Air Command and Control (eAirC2) capability based on open architecture and the federation of multiple systems. To support this urgent need, NATO is establishing an independent Programme Office (iPO) based at NATO Headquarters, Brussels.
The iPO is responsible for the development of an eAirC2 architecture, evaluation of available technologies, the delivery of a Programme Plan, and the implementation of selected technical solutions.
The Programme Coordinator (PC) is primarily responsible for supporting the Senior Programme Manager and ensuring that the iPO functions efficiently and effectively. They provide office administration and personnel management oversight, and represent the iPO through the provision of well researched and substantiated advice to key iPO and governance stakeholders.
They ensure that internal iPO workflow and processes result in the timely delivery of high-quality, fully-staffed products to the Secretary General’s Private Office (PO), relevant committees and other stakeholders. They are the principal point of contact for, and maintains a strong communication and coordination network with, the PO, other International Staff (IS) Divisions and Offices, the International Military Staff (IMS) and other NATO entities. The PC facilitates effective internal communications between the PM and iPO staff.
The post requires a sound knowledge of NATO, as well as of management policy and procedures. It also requires flexibility, focussed energy and concise drafting skills. The incumbent will represent the iPO in dealings with senior NATO staff and national representatives. The PC works closely with the Assistant of the PM and the Budget Officer, with whom they ensure the smooth and efficient administrative coordination of the iPO.
2. QUALIFICATIONS AND EXPERIENCE
ESSENTIAL
The incumbent must:
- possess a university degree from an institute of recognised standing or an equivalent level of qualification;
- have at least 5 years’ relevant professional experience in progressively responsible positions with a focus on policy, plus organisation level administration;
- have experience working in or with a major international organisation or international environment;
- have experience in leading and managing teams;
- possess relevant experience in prioritizing, multitasking and in dealing with a large amount of issues and tasks;
- have strong written and oral communication skills, including the ability to draft and edit documents for a senior audience;
DESIRABLE
The following would be considered an advantage:
- a post graduate degree (Masters, PhD), preferably in political science, international relations, engineering, business administration, or a related field;
- sound knowledge of NATO’s structures, practices and procedures;
- strong understanding of NATO’s operational and strategic framework, with experience in interfacing with high-level military and civilian stakeholders;
- programme and project management expertise in public and/or private sector environments;
- project management certification (e.g. PRINCE2);
- experience implementing personnel management initiatives.
3. MAIN ACCOUNTABILITIES
Planning and Execution
Oversee day-to-day management of the iPO and assist with information sharing and overall planning matters for the Office and senior management. Guide and monitor work-flow apportioned to staff within the three iPO sections to ensure that the right tasks are being performed at the right times. Identify and address task gaps or redundancies, in coordination with the Deputy Programme Manager (DPM). Provide oversight over internal staff administration and coordinate, as required, with Executive Management (EM)/Human Resources on personnel matters for the Office, including contract renewals, recruitment of staff and the implementation of practices relating to the administration of a performance management system. Oversee and coordinate the security policy implementation, as well as Information, Communication and Technology (ICT) and Information and Knowledge Management (IKM) for the iPO.
Expertise Development
Apply management and coordination expertise. Monitor and evaluate iPO working practices, and develop recommendations for continued improvement to the Senior Programme Manager.
Project Management
Monitor compliance and progress of all programme and related project tasks issued by the leadership. Follow-up to ensure deadlines are met and seek direction and guidance where appropriate.
Policy Development
Monitor and assess the impact of NATO and Allies’ capability development policies on the eAirC2 programme. Contribute to applicable iPO policy development and coordinate and collaborate with relevant stakeholders. Advise the leadership on policy development within the iPO as well as throughout NATO, suggesting potential opportunities for collaboration or highlighting areas of overlap.
Stakeholder Management
Take onboard the full range of management issues for the iPO, the Private Office and other NATO Divisions, Offices and Agencies. Represent iPO at meetings and carry out appropriate liaison with other IS and IMS Divisions, members of delegations and other NATO authorities, in particular with the PO. Facilitate dialogue and communicate on a daily basis with major stakeholders and resolve issues for the iPO, informing key staff on a variety of management and development issues. Serve as the iPO’s central point of contact for all elements concerning personnel management, workflow and coordination issues for the office.
Information Management
Ensure the proper application of NATO procedures and processes. Facilitate and enable inter- and intra- organisational information and data sharing, in coordination with the Budget Officer (BO). Identify relevant topics and implement standard methods and regular maintenance to ensure accurate and accessible information.
Organisational Efficiencies
Lead efforts to develop and/or promote management tools and mechanisms that help the iPO function more effectively and efficiently at the practical level, including through proposing changes to roles, responsibilities, and processes. During initial programme phases, monitor and identify any risk, quality and/or configuration control issues to the DPM.
Financial Management
Assist the BO and the NATO Officer of Resources, as required, with the preparation, execution and reporting on iPO budget allocations in accordance with existing NATO practice and budgeting procedures.
People Management
Guide and oversee the work of the BO. Provide in-depth mentoring, coaching and training opportunities and provide regular feedback on performance. Be available to offer guidance at critical moments.
Provide personnel management oversight to ensure that the right human resources are available to the iPO at the right times. Advise and support managers on the preparation and implementation of performance assessment, the resolution of sensitive issues and follow-up actions relating to performance management. Help identify staffing needs and strategies for coping with staffing challenges, as well as opportunities for staff development. Recommend opportunities to improve staff performance, motivation, development, and engagement.
Knowledge Management
Review and prepare correspondence, documents or reports on iPO HR and administrative issues. Ensure that knowledge management systems in use are relevant and accessible to all users.
Perform any other related duty as assigned.
4. INTERRELATIONSHIPS
The incumbent reports to the Senior Programme Manager. They communicate and exchange information on a regular basis with the iPO at all levels, as well as with NATO stakeholders and Allies. They will collaborate with the Private Office on a frequent basis, as directed, and monitor and report on any taskers, iPO related initiatives and programme developments.
Direct reports: 1
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.
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.