Staff Assistant (Budget and Information Management Coordination) - part-time 50%

Our Requirement:

Title: Staff Assistant (Budget and Information Management Coordination)

 – part-time 50%

Grade: 8

Duty Location: Brunssum, The Netherlands

Requirement filling date: as soon as possible

Closing date for applications: 29 September 2024

Our organisation:

Joint Force Command Brunssum (JFCBS) provides a Joint Headquarters (HQ) to plan, prepare and conduct operations to support NATO’s core tasks, at the Joint Operational level, as directed by Supreme Allied Commander Europe (SACEUR).

The Command Group (CG) provides and sustains operational level joint command and control capabilities at designated readiness states.

The Office of the Chief of Staff (COS) ensures the implementation of relevant policy.  Directs and coordinates HQ staffing activity with oversight of travel, workplace and financial management, structures and provision of administrative support.

The Office of the Legal Advisor is the legal domain advisor to the CG and staff to ensure compliance with extant and applicable law and NATO policy.

The incumbent provides administrative and office management support to the Office of the Legal Advisor.

The main duties of Staff Assistant are to:

Ø  Oversees the day-to-day management and smooth administrative functioning of the Office of the Legal Adviser

Ø  Develops and implements administrative policies and procedures necessary to maintain the highest level of organisational efficiency and productivity

Ø  Manages all incoming information, making records, assigning suspense dates, following up to ensure timely completion of all actions, and support the Tasker Tracker system accordingly

Ø  Manages all outgoing correspondence for quality control and compliance with directives/policies and formats

Ø  Prepares and submits annual budgets for travel/per diem, expendable and nonexpendable supplies, publications, legal expenses, and for various administrative expenses for mission accomplishment

Ø  Prepares correspondence necessary for mission accomplishment, or as deemed appropriate by the Legal Adviser, and follows up on payment of bills

Ø  Serves as Documents Control Officer for the Office of the Legal Adviser (including Terminal Area Security Officer)

Ø  Handles and control incoming and outgoing classified documents;

Ø  Keeps records of annual budget requests, sets estimates for new allocations based on previous years

Ø  Prepares Travel of Duty (TDY) orders and expense claims using the financial system (FinS) and ensures those orders are logged and processed in a timely manner

Ø  Arranges for the Legal Adviser travel, hotel, and other bookings when required

Ø  Maintains files and documents for the section and tracks suspense dates

Ø  Monitors/forwards to appropriate action officer(s) for action/info all Legal Advisers’ incoming mail during their absence

Ø  Acts as Communication and Information Systems (CIS) Support Officer

Ø  Assists in the establishment and organisation of the deployable Office of the Legal Adviser

Ø  Administers the NATO Automated Personnel Management System (APMS) system for TDY and leave

Ø  Serves as Coordination Officer for the Office of the Legal Adviser

Ø  Attends Information and Knowledge Management (IKM) coordination meetings

Ø  Coordinates meetings and setup of Video Teleconference Systems (VTCs)

Ø  Administers office supplies

Ø  Ensures effective planning and administrative support of all events, meetings, and conferences

Ø  Conducts 10% muster checks in cooperation with the Division Security Officer

Ø  Keeps abreast of developments in office management tools and procedures

Ø  Other duties as assigned by the Legal Adviser or other colleagues within Legal Adviser office

 The work is normally performed in a normal NATO office-working environment.

Normal Working Conditions apply.

The employee may be required to perform a similar range of duties elsewhere within the organisation at the same grade without there being any change to the contract

The incumbent may be required to undertake deployments in support of military operations and exercises, and/or TDY assignments, both within and without NATO boundaries. Such operational deployment may exceed 30 days duration up to 183 days in any period of 547 days, and may be on short notice. For NATO International Civilian Staff, acceptance of an employment contract linked to this post constitutes agreement to deploy in excess of 30 days if required.

 Required Qualifications are:

Ø  English – good – NATO Standard Language Proficiency 3322

(Listening, Speaking, Reading and Writing) in accordance with NATO standard agreement (STANAG) 6001

NOTE: The work both oral and written in this post and in this Headquarters as a whole is conducted mainly in English.

Ø  Secondary education and basic training in accounting, finance, management, business administration, public administration or related discipline

Ø  Minimum 3 years professional experience in an administrative, office or information management position

Ø  Professional experience in office communication and information systems

Ø  Working knowledge of Microsoft Office applications

Desirable Qualifications are:

Ø  Good Dutch Language skills

Ø  3 years practical experience in a legal office maintaining records and correspondence

The successful candidate possesses following personal attributes:

ü  Good communication skills, both oral and written - able to communicate at all levels

ü  Good interpersonal skills – interacts with tact and diplomacy

ü  High level of organisational and coordination skills

ü  Clarity and accuracy

ü  Customer service orientation

ü  Flexibility - acts with flexibility

ü  Self-Control - responds calmly

ü  Teamwork

The successful selected candidate needs to complete a NATO medical examination and have a NATO security clearance before an employment offer will be released.

The medical examination will take place with our medical consultant, is required to determine if the recommended candidate is fit to perform the duties, and is deployable to NATO's areas of operation.

Due date for receipt of applications: Sunday 29 September 2024

Candidates have to apply electronically in NATO Talent Acquisition Program:

https://nato.taleo.net/careersection/2/jobsearch.ftl?lang=en

Please be aware that a Selection Board will only assess the information provided in the job submission form including the answers to the pre-screening questions and description of your work experiences (Attachments are supporting documents and should not be referred to in the job submission).

Only candidates meeting ALL essential required qualifications will be considered and be assessed in competition with other candidates.