- BICES Group Executive
- Brussels, Belgium (Remote)
- Full-time
ISR Administrative and Policy Assistant
- BICES Group Executive
Brussels, Belgium
Full-time
Published:
Application Deadline: April 13, 2025
- BICES Group Executive
Brussels, Belgium
Full-time
Published:
Application Deadline: April 13, 2025
SUMMARY:
The BICES Group Executive (BGX), a NATO entity, is the executive body of the BICES Group (BG). The BG exists to enable the sharing and exchange of Intelligence and Information between and amongst the NATO Nations, with NATO and with other non-NATO Nations and Organizations. The BGX, under the leadership of the Director, is comprised of the following pillars: Intelligence and Enterprise Services (IES) Division, Programmes, Engineering and Maintenance (PEM) Division, Operations and Security Services (OSS) Division and Intelligence, Surveillance and Reconnaissance (ISR) Cell.
The ISR Cell is located in the BICES Group Executive at NATO Headquarters in Brussels, Belgium. It is established and funded by the BICES ISR Community through the BICES ISR Working Group (BISRWG). The mission of the BISRWG, which is primarily carried out through the ISR Cell, is to coordinate and direct the establishment of a BICES integrated capability for multinational federated ISR Processing, Exploitation and Dissemination (PED), ensuring interoperability and integration with NATO capabilities in support of national, NATO and non-NATO operations.
Under the supervision of the ISR Cell Chief, the incumbent is responsible for providing Administrative and Policy support to the BGX ISR Cell. Specifically, s/he is responsible to support the ISR Cell Branches (OPERATIONALE/XERCISE/TRAINING/TECHNICAL) by providing administrative assistance for planning, coordinating and scheduling the requested meetings, events, working groups and projects, in line with the BGX and NATO/National procedures. As policy assistant, the incumbent will be responsible for the development and evaluation of BICES ISR policies (or equivalent documentation) ensuring alignment with BGX strategic objectives, operational priorities, and collaborative framework. Furthermore, identifying, analyzing, documenting, and disseminating NATO Lessons Learned/Lessons Identified to improve BICES ISR operational efficiency, also focusing on capturing insights from NATO/JISR military operations, exercises, training, and administrative processes to enhance BICES ISR readiness, efficiency, and strategic outcomes.
QUALIFICATIONS AND EXPERIENCE:
Essential
The incumbent must:
Desirable
The following will be considered an advantage:
MAIN ACCOUNTABILITIES:
Expertise Development
Proactively improve and develop skills in administration. Engage with stakeholders to improve related procedures and practices within the BICES ISR Cell. Prioritize work and process tasks timely and efficiently. Identifying inefficiencies and implementing solutions to enhance operational productivity. Developing or enforcing BICES ISR policies and procedures to maintain operational consistency.
Financial Management
Provide financial planning support to the ISR Programme Manager, in support of the preparation and maintenance of the ISR Medium-Term Financial Plan. Verify the requirements and availability of funds for supplies, works, organization of events for the ISR Cell.
Knowledge Management
Be responsible for the dissemination of supporting documents to ISR Working Groups. Take minutes at meetings, as necessary and draft reports, as directed. Maintain and follow-up with action items. Proactively collect information related to upcoming activities and events and update the related files/databases.
Planning and Execution
Act as liaison between the BGX ISR Cell and BGX in matters related to human resources, administration and finance, in support of the preparation and maintenance of the ISR Work Plan, ISR Mid-Term Plan, ISR Medium-Term Financial Plan and ISR Programme of Work/Combined Plan.
Provide support to ISR Working Group action officers for the administration and organization of Working Group meetings, including the development and maintenance of event registration databases and lists, hotel bookings, conference services, social events, etc., either directly or in coordination with host-nation Points of Contact taking into consideration physical, personnel and information related security requirements. Develop procedures for the efficient flow of information within the ISR Cell and with external stakeholders. Maintain an effective follow-up system for pending actions of the office. Draft routine memoranda, calling notices, instructions and cover letters to documents. Draft Administrative Standard Operating Procedures.
Policy Development
Initiate, formulate or amend policies within a specific field of expertise. Assess the effectiveness, feasibility, and implications of existing BICES ISR policies and propose operational enhancements and improvements. Ensuring policies adhere to NATO's legal and ethical standards. Evaluating complex problems to develop innovative policy solutions, adapting new policies to respond to immediate operational issues, supporting the ISR Cell Chief for facilitating agreement on contentious issues among BISRWG Member States.
Project Management
Identify, analyse, design and contribute expertise to small and medium-sized projects/programmes. Provide support to the ISR Programme Manager in the execution of the Programme of Work/Combined Plan. Coordinate and monitor the execution of specific projects in support of ISR Cell Branches, as required. Commensurate accountability and ownership and help to drive projects/initiatives to completion. Find timely and creative solutions to problems that meet users and organizational needs concerning projects.
Stakeholder Management
Establish good working relationships with BGX staff and with relevant stakeholders inside and outside the Organization. Build a network of key contacts across the Organization. Liaise with other BGX Divisions, the International Staff, other NATO bodies and stakeholders from the BISRWG Nations, as well as with external companies to coordinate and manage events, meetings and visits. Maintain effective communication with BGX Senior Management and Nations and ensure they are informed of matters related to their respective areas of responsibility.
Perform any other duty as required.
INTERRELATIONSHIPS:
The incumbent reports to the ISR Cell Chief and complies with the guidance and indications of the ISR Programme Manager. S/He supports, coordinates and interacts with ISR Branches ensuring coordination/alignment of the ISR Cell activities with the BGX Divisions, such as Programs, Engineering & Maintenance (PEM), Operations and Security Services (OSS), Intelligence and Enterprise Service (IES), Finance Office.
COMPETENCIES:
CONTRACT:
Contract to be offered to the successful applicant (if non-seconded): Contract to be offered to the successful applicant(s): Definite Duration contract of three years with the possibility of extension.
Contract clause applicable
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:
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 (http://www.nato.int/cps/en/natolive/recruit-hq-e.htm). Please note that the BICES Group Executive is not a NATO HQ International Staff (IS) subordinated body and some of the policies applicable to IS members might differ.
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:
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. NATO does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. For more info please click here.
The BICES Group Executive (BGX), a NATO entity, is the executive body of the BICES Group (BG). The BG exists to enable the sharing and exchange of Intelligence and Information between and amongst the NATO Nations, with NATO and with other non-NATO Nations and Organizations. The BGX, under the leadership of the Director, is comprised of the following pillars: Intelligence and Enterprise Services (IES) Division, Programmes, Engineering and Maintenance (PEM) Division, Operations and Security Services (OSS) Division and Intelligence, Surveillance and Reconnaissance (ISR) Cell.
The ISR Cell is located in the BICES Group Executive at NATO Headquarters in Brussels, Belgium. It is established and funded by the BICES ISR Community through the BICES ISR Working Group (BISRWG). The mission of the BISRWG, which is primarily carried out through the ISR Cell, is to coordinate and direct the establishment of a BICES integrated capability for multinational federated ISR Processing, Exploitation and Dissemination (PED), ensuring interoperability and integration with NATO capabilities in support of national, NATO and non-NATO operations.
Under the supervision of the ISR Cell Chief, the incumbent is responsible for providing Administrative and Policy support to the BGX ISR Cell. Specifically, s/he is responsible to support the ISR Cell Branches (OPERATIONALE/XERCISE/TRAINING/TECHNICAL) by providing administrative assistance for planning, coordinating and scheduling the requested meetings, events, working groups and projects, in line with the BGX and NATO/National procedures. As policy assistant, the incumbent will be responsible for the development and evaluation of BICES ISR policies (or equivalent documentation) ensuring alignment with BGX strategic objectives, operational priorities, and collaborative framework. Furthermore, identifying, analyzing, documenting, and disseminating NATO Lessons Learned/Lessons Identified to improve BICES ISR operational efficiency, also focusing on capturing insights from NATO/JISR military operations, exercises, training, and administrative processes to enhance BICES ISR readiness, efficiency, and strategic outcomes.
QUALIFICATIONS AND EXPERIENCE:
Essential
The incumbent must:
- Have a good general education at least to higher secondary level covering International Relations, Political Science, Security Studies, Law, or a related field;
- Possess at least 4 years' previous experience in post-related duties;
- Have a proven familiarity with NATO’s organizational structure, processes, values, and mission;
- Have a proven experience for having drafted and developed policies or strategies or reports on topics relevant to international bodies;
- Demonstrate experience in organizing meetings and conferences in a multinational environment;
- Have a previous experience for having supported international bodies;
- Have experience in minutes writing and in drafting documents;
- Proficiency in office tools (e.g., Microsoft Office, Adobe PRO) and equivalent data management platforms;
- Have proven ability to communicate effectively orally and in writing;
- Possess level V (Advanced) of the English language.
Desirable
The following will be considered an advantage:
- Previous BGX experience;
- Experience of working in an international environment with both military and civilian personnel;
- Knowledge on data management, through organizing, storing, and processing NATO correspondence/documents securely and effectively;
- Have general knowledge and experience with multinational ISR capabilities and programmes;
- Possess a university degree or master’s degree in International Relations, Political Science, Security Studies, Law, or a related field;
- Knowledge of NATO Financial Regulations.
MAIN ACCOUNTABILITIES:
Expertise Development
Proactively improve and develop skills in administration. Engage with stakeholders to improve related procedures and practices within the BICES ISR Cell. Prioritize work and process tasks timely and efficiently. Identifying inefficiencies and implementing solutions to enhance operational productivity. Developing or enforcing BICES ISR policies and procedures to maintain operational consistency.
Financial Management
Provide financial planning support to the ISR Programme Manager, in support of the preparation and maintenance of the ISR Medium-Term Financial Plan. Verify the requirements and availability of funds for supplies, works, organization of events for the ISR Cell.
Knowledge Management
Be responsible for the dissemination of supporting documents to ISR Working Groups. Take minutes at meetings, as necessary and draft reports, as directed. Maintain and follow-up with action items. Proactively collect information related to upcoming activities and events and update the related files/databases.
Planning and Execution
Act as liaison between the BGX ISR Cell and BGX in matters related to human resources, administration and finance, in support of the preparation and maintenance of the ISR Work Plan, ISR Mid-Term Plan, ISR Medium-Term Financial Plan and ISR Programme of Work/Combined Plan.
Provide support to ISR Working Group action officers for the administration and organization of Working Group meetings, including the development and maintenance of event registration databases and lists, hotel bookings, conference services, social events, etc., either directly or in coordination with host-nation Points of Contact taking into consideration physical, personnel and information related security requirements. Develop procedures for the efficient flow of information within the ISR Cell and with external stakeholders. Maintain an effective follow-up system for pending actions of the office. Draft routine memoranda, calling notices, instructions and cover letters to documents. Draft Administrative Standard Operating Procedures.
Policy Development
Initiate, formulate or amend policies within a specific field of expertise. Assess the effectiveness, feasibility, and implications of existing BICES ISR policies and propose operational enhancements and improvements. Ensuring policies adhere to NATO's legal and ethical standards. Evaluating complex problems to develop innovative policy solutions, adapting new policies to respond to immediate operational issues, supporting the ISR Cell Chief for facilitating agreement on contentious issues among BISRWG Member States.
Project Management
Identify, analyse, design and contribute expertise to small and medium-sized projects/programmes. Provide support to the ISR Programme Manager in the execution of the Programme of Work/Combined Plan. Coordinate and monitor the execution of specific projects in support of ISR Cell Branches, as required. Commensurate accountability and ownership and help to drive projects/initiatives to completion. Find timely and creative solutions to problems that meet users and organizational needs concerning projects.
Stakeholder Management
Establish good working relationships with BGX staff and with relevant stakeholders inside and outside the Organization. Build a network of key contacts across the Organization. Liaise with other BGX Divisions, the International Staff, other NATO bodies and stakeholders from the BISRWG Nations, as well as with external companies to coordinate and manage events, meetings and visits. Maintain effective communication with BGX Senior Management and Nations and ensure they are informed of matters related to their respective areas of responsibility.
Perform any other duty as required.
INTERRELATIONSHIPS:
The incumbent reports to the ISR Cell Chief and complies with the guidance and indications of the ISR Programme Manager. S/He supports, coordinates and interacts with ISR Branches ensuring coordination/alignment of the ISR Cell activities with the BGX Divisions, such as Programs, Engineering & Maintenance (PEM), Operations and Security Services (OSS), Intelligence and Enterprise Service (IES), Finance Office.
- Direct reports: N/A;
- Indirect reports: N/A.
COMPETENCIES:
- Analytical Thinking: Sees multiple relationships. Links causes and consequences at increasingly complex levels; Relates information objectively to reach logical conclusions and develops solutions;
- Flexibility: Adapts to unforeseen situations. Maintains personal effectiveness and efficiency in unexpected situations. Makes small or temporary organizational changes to meet the needs of a specific situation. Adapts tactics to fit the situation or the person;
- Impact and Influence: Takes multiple actions to persuade. Carefully prepares information and supporting arguments in anticipation of others’ reactions. Adapts a presentation or discussion to appeal to the interests and work environment of others. Calculates the impact of actions, words etc. on the audience and selects language and examples, which are appropriate to the situation and level of staff dealt with;
- Initiative: Is decisive in a time-sensitive situation. Acts quickly and decisively in a crisis or other time-sensitive situation; being unafraid to propose and/or take action when the norm would be to wait, study the situation and hope the problem will resolve itself;
- Organizational Awareness: Understands organisational climate and culture. Being aware of the unspoken limitations of the Organization, what is and is not possible at certain times or in certain situations. Adapts one's approach to the Organization’s culture in order to bring about the optimal result;
- Teamwork: Cooperates Participates willingly in the team, doing his/her share of the team’s work. Shares information and knowledge freely, offering support and cooperation.
CONTRACT:
Contract to be offered to the successful applicant (if non-seconded): Contract to be offered to the successful applicant(s): Definite Duration contract of three years with the possibility of extension.
Contract clause applicable
- The maximum period of service foreseen in this post is 9 years. The successful applicant will be offered a 3-year definite duration contract, which may be renewed for a further period of up to 6 years, in 3-year increments 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 6 years, in 3-year increments, subject also to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is nine 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 (http://www.nato.int/cps/en/natolive/recruit-hq-e.htm). Please note that the BICES Group Executive is not a NATO HQ International Staff (IS) subordinated body and some of the policies applicable to IS members might differ.
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:
- The BICES Group Executive is a NATO body. NATO as an equal opportunities employer values diverse backgrounds and perspectives and is committed to recruiting and retaining a diverse and talented workforce;
- NATO welcomes applications of nationals from all Member States 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 organization offers several work-life policies including Flexible Working arrangements (Flexitime), etc. subject to business requirements;
- Please note that the BGX, located 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. NATO does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. For more info please click here.
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