Staff Assistant (Protocol)

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:

• Administratively assists planning, preparation and execution of conferences, seminars, exercises, ceremonies and VIP visits for JATEC and all other Protocol Office administrative requirements.
• Provide the Conference Manager administrative and clerical support for major conferences and seminars at JATEC.
• As required, personally meets and escorts visitors and dignitaries on their arrival at JATEC and accompanies them through various phases of their visit.
• Creates and maintains registration pages for JATEC conferences.
• Development and management of invitation and response database for JATEC events.
• Concurrently establish and maintain database for JATEC conference accommodations, transportation and arrival/departure requirements.
• Maintain and store JATEC conference and protocol historical administrative records, data base lessons learned and Plans of Action and Milestones (POA&M).
• Performs other duties as directed

 Essential Qualifications / Experience:

• Higher Secondary education and completed higher vocational training in human resources management, business administration, law, social sciences, or related field, public administration or related discipline leading to a formal technical or professional certification with 3 years function related experience, or Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 5 years post related experience
• 4 Years’ Protocol experience.
• Previous experience working in an international environment.
• Previous experience working with Flag/General Officers.
• Broad administrative experience.
• Excellent organizational skills.
• Highly professional with excellent interpersonal skills.

Language:

English – SLP 3322 - (Listening, Speaking, Reading and Writing)

Desirable Qualifications / Experience:

• Knowledge of Microsoft office products.

Attributes/Competencies:

Personal Attributes:

• Capable of working harmoniously in a multi-national environment, delivering the protocol needs of JATEC in a tactful and diplomatic manner.
• Capable of communicating professionally and effectively with a range of stakeholders both internally and externally to JATEC.
• Capable of effectively prioritizing own workload to meet organizational outputs.
• Detail orientated with strong organizational skills

Professional Contacts:

• The incumbent must have the ability to effectively coordinate with other colleagues, external agencies, VIPs and their outer offices.

Contribution To Objectives:

• This post will provide effective and efficient administration and support for JATEC’s protocol requirements

Security Clearance

The successful applicant will be required to apply for and receive a NATO 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 21 November 2024 @ 17:59hrs (EDT)/11:59hrs (CEST).