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Administrative Coordinator

  • International Staff, NATO HQ
Brussels, Belgium
Full-time
Published:
Application Deadline: July 8, 2024
  • International Staff, NATO HQ
Brussels, Belgium
Full-time
Published:
Application Deadline: July 8, 2024

SUMMARY:

NATO’s public diplomacy efforts serve a vital function within the Alliance by communicating its purpose and priorities to audiences worldwide. In fulfilling this role, the Public Diplomacy Division (PDD) actively strengthens NATO’s public image, thereby fostering trust in and support for the Alliance. The Division also acts as coordinator for strategic communication activities across all NATO civilian and military bodies and commands.

The Communications Services Section (COMS), PDD’s digital outreach team, enables PDD to take a landscape approach to digital communication, including the strategic conception, acquisition, production, management, marketing and distribution of multimedia content to engage the Alliance’s audiences in NATO missions, events, operations and activities. COMS comprises two interlinked teams that manage, respectively: content planning, creation and marketing; and NATO’s
communication platforms and infrastructure, to include NATO’s broadcast operations and the NATO website.

The Administrative Coordinator is at the heart of COMS’ section. Under the leadership of the Head of COMS, the incumbent promotes efficient and effective coordination of this busy digital enterprise by carrying out administrative tasks and supportive duties for the section. The wide range of support duties include administration, human resources, planning, knowledge management and project assistance, as well as direct support to section leadership.

QUALIFICATIONS AND EXPERIENCE:

Essential

The incumbent must:

  • Have a good general education at least to higher secondary level;

  • Have at least 4 years’ experience in administrative and organisational duties, including adhering to administrative requirements;

  • Have knowledge of, and experience in, tasks related to human resources;

  • Be detail oriented;

  • Have expertise in the Microsoft Office suite of software, in particular, MS Word, MS Excel and MS PowerPoint;

  • Have good professional drafting and editing skills in at least one of the official NATO languages;

  • Be decisive in a wide range of situations and act proactively;

  • Possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; II(“Elementary”) in the other.


Desirable

The following would be considered an advantage

  • A post-secondary level degree in relevant fields;

  • Experience working for senior management in a similar capacity;

  • Experience handling office management responsibilities for a large group of staff;

  • Experience drafting such documentation as memoranda, minutes of meetings and correspondence;

  • Experience using MS SharePoint;

  • Experience working at an International Organisation;

  • Interest in international security issues;

  • Be familiar with the structure and activities of the Organisation;

  • Working knowledge of an additional language of a NATO Member.


MAIN ACCOUNTABILITIES:

Planning and Execution

Organise and prioritise own workload to ensure the accurate and timely execution of duties. Assist the Head of Section and Principal Editor with the management of administrative, budgetary, security and personnel matters for the section as a whole. Organise own workload using time management and prioritisation techniques to ensure accurate and on-time execution of duties.

Information Management

Oversee the day-to-day administration of the section. Disseminate information to the section leadership and/or section in a timely fashion and follow up as required. Arrange and/or staff meetings and handle related details. Draft memoranda and other documents to support administrative and personnel matters of the section. Coordinate and collate team inputs. Take minutes at meetings and prepare records, as necessary. Format information requiring careful presentation using MS Word, MS Excel and MS PowerPoint. Exercise discretion in all personnel matters. Process documents and correspondence in accordance with applicable procedures and guidance in a timely and efficient manner.

Expertise Development

Proactively develop skills in areas such as administration, human resources, planning and organising, information and communication technology (ICT), NATO’s proprietary systems and software. Liaise with other staff to gain and to leverage knowledge.

Knowledge Management

Represent the section in the division’s knowledge management hub. Track pending actions within the section. Collect, categorise and track relevant information required for specific tasks and projects. Retrieve and organise correspondence/documents (including classified information) and maintain well-structured electronic filing systems.

Stakeholder Management

Work closely with section team leads to ensure efficient administration of section. Liaise with points of contact within and outside the division to ensure efficiency in daily management of workload and processes. Be section point of contact for requests of varying nature.

Financial Management

Work with the section Budget Coordinator to ensure that proper financial procedures are followed. Carry out select tasks related to finance, such as missions and expense reporting, and support on broader financial tasks, as required, in cooperation with Budget Coordinator.

Project Management

Serve as a point of contact and section coordinator for issues relating to management of office areas, supporting the process for ICT services and upgrades and acquisition of supplies. Provide suggestions to improve office procedures within the section. Find ways to be faster, better and more effective in managing information and tools.

Perform any other related duty as assigned.

INTERRELATIONSHIPS:

The incumbent reports to the Head, COMS, while also providing direct administrative support to the Principal Editor. They maintain close working relationships with other staff across PDD and across the Organization and therefore must remain tactful and discreet at all times.

  • Direct reports: N/A;

  • Indirect reports: N/A.


COMPETENCIES:

The incumbent must demonstrate:

  • Clarity and Accuracy: Checks own work;

  • Customer Service Orientation: Takes personal responsibility for correcting problems;

  • Empathy: Listens actively;

  • Flexibility: Acts with flexibility;

  • Initiative: Is decisive in a time-sensitive situation;

  • Organisational Awareness: Understands the Organization's structure;

  • Teamwork: Expresses positive attitudes and expectations of team or team members.


CONTRACT:

Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years’ duration; possibility of an indefinite duration contract thereafter.

Contract clause applicable

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. If the successful applicant is seconded from the national administration of one of NATO’s member States, a 3-year definite duration contract will be offered, which may be renewed for a further period of up to 3 years subject to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years. Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.

NOTE: Irrespective of previous qualifications and experience, candidates for twin-graded posts will be appointed at the lower grade. Advancement to the higher grade is not automatic, and will not normally take place during the first three years of service in the post.

Under specific circumstances, serving staff members may be appointed directly to the higher grade, and a period of three years might be reduced by up to twenty four months for external candidates. These circumstances are described in the IS directive on twin-graded posts.

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;


Before you apply to any position, we encourage you to click here and watch our video providing 6 tips to prepare you for your application and recruitment process. Do you have questions on the application process in the system and not sure how to proceed? Click here for a video containing the information you need to successfully submit your application on time.

More information about the recruitment process and conditions of employment, can be found at our website.

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.

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.

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 email 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 nonsmoking 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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