SUMMARY:

NATO Integrated Air and Missile Defence (IAMD) is an essential and continuou 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 incumbent will carry out the duties of Assistant for the iPO Programme Management Office, supporting the Senior Programme Manager (PM), Deputy Programme Manager (DPM), Programme Coordinator (PC), and Budget Officer (BO). They are accountable for efficiently handling a wide range of support duties of an administrative and organisational nature and ensuring the smooth operation of the Office.

QUALIFICATIONS AND EXPERIENCE:

Essential

The incumbent must possess:

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


• Have at least 4 years' professional experience of administrative and organisational work or a similar field;


• Possess hands-on experience with MS Office Suite (particularly MS Word, PowerPoint and Excel) and be highly competent in the use of collaborative work tools (e.g. SharePoint) and video teleconferencing applications;


• Have demonstrated experience in minute taking and report drafting;


• Have knowledge of, and experience in budget management;


• Have demonstrated strong interpersonal skills,


• Be resilient and flexibile working under pressure;


• Have excellent communication skills, both verbal and in writting;


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

Desirable:

The following would be considered an advantage:

• Knowledge of NATO’s structure, organisation and administrative working procedures;


• Experience in project or programme administration, and event organisation.

MAIN ACCOUNTABILITIES:

Planning and Execution

Conduct day-to-day iPO administration, arrange meetings and handle related detailssuch as necessary travel arrangements, mission coordination, coordinating leave plans, as well as overseeing financial management of assigned budgets. Organise own workload to ensure the accurate and timely execution of duties. Review and monitor documents submitted to the leadership team, and remain aware of iPO priorities.

Information Management

Answer enquiries from all levels of visitors, national representatives and subject matter experts. Oversee the paper and electronic flow into and out of the office, including retrieving and organising correspondence/documents both classified and unclassified. Draft memoranda and cover letters for documents. Type and format all kinds of documents, including tables of figures requiring careful presentation using the standard software packages used by NATO (Word, Excel and PowerPoint). Take minutes at meetings as necessary. Maintain an effective follow-up and/or reminder system for pending actions within the Directorate.

Knowledge Management

Collect, categorise, and track relevant information required for various tasks and projects. Maintain well-structured paper and electronic filing systems. Record, distribute and follow-up on tasks provided by the PM or DPM.

Stakeholder Management

Coordinate work with other iPO staff to ensure tasks and responses are completed in a timely manner. Liaise with other points of contact to ensure efficiency in the daily management of workload and processes. Be the point of contact for initial requests of varying nature. Maintain lists of internal and external contacts.

Organisational Efficiencies

Provide constructive suggestions to improve office procedures. Find ways to be faster, better and more effective in managing information and using office tools.

Financial Management

Ensure that proper financial procedures are followed. Prepare the necessary financial documents as directed by the BO, and follow-up on activities to ensure that financial files are correctly processed and maintain records of all financial transactions.

Expertise Development

Proactively develop skills in areas such as planning and organising, new technology, languages and effective communication. Liaise with other Assistants to leverage knowledge. Perform any other related duty as assigned.

INTERRELATIONSHIPS:

The incumbent reports to the PM and maintains close working relationships with senior iPO leadership (DPM, PC, BO) and peers. They will interact with senior members of national delegations and partner missions, as well as NATO Divisions and Directorates, the International Military Staff (IMS), NATO Agencies, industrial representatives and conference members.

• 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 Pretrained 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 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.