- International Staff, NATO HQ
- Brussels, Belgium (Remote)
- Full-time
Principal Assistant
- International Staff, NATO HQ
Brussels, Belgium
Full-time
Published:
Application Deadline: December 4, 2024
- International Staff, NATO HQ
Brussels, Belgium
Full-time
Published:
Application Deadline: December 4, 2024
SUMMARY:
The Defence Investment (DI) Division is responsible for facilitating the development and adoption of cutting-edge, innovative and interoperable capabilities, critical to ensuring the Alliance’s ability to undertake the full spectrum of missions and operations. Key lines of effort include:
The Office of the Assistant Secretary General (ASG) is a small team consisting of the Executive Officer, the Budget Officer, a Web Assistant, a Divisional Assistant, and the Principal Assistant and is responsible to the ASG for the efficient and effective workflow in the Division. It supports and coordinates the ASG’s activities in the performance of their mandate and orchestrates coordinating efforts between DI and other NATO entities, internal and external of the Division and NATO HQ.
The incumbent carries out the duties of Principal Assistant to the ASG DI and coordinates closely with the Executive Officer and the other assistants in the Office of the ASG in order to ensure the smooth and efficient running of the ASG’s outer office. They are accountable for efficiently handling a wide range of administrative and organisational support duties for the ASG.
QUALIFICATIONS AND EXPERIENCE:
Essential
The incumbent must:
Desirable
The following would be considered an advantage:
MAIN ACCOUNTABILITIES:
Planning and Execution
Plan and organise own workload to respond quickly to changing priorities and ensure the accurate and timely execution of duties. Assist with the day-to-day administration of ASG’s schedule: arrange meetings and handle related details, such as necessary travel arrangements and mission coordination and administrative tasks. Provide administrative support to the ASG and, as required, and to officers who report to the ASG. Remain aware of ASG’s priorities and of the process in order to independently arrange meetings for the ASG and determine logistical priorities. Monitor documents submitted to the Office of the ASG.
Information Management
Answer enquiries and incoming calls from all levels of visitors, staff, country representatives and subject matter experts. Assist the Executive Officer and other assigned staff in the screening and distribution of incoming correspondence to the appropriate Director, Head of Section and/or Action Officer, and coordinate timely response and actions within the Front Office. Draft and produce memoranda and letters. Take notes at staff level meetings and draft reports and decision sheets resulting from these meetings. Type and format all kinds of documents, including tables of figures requiring careful presentation using the standard software packages used by NATO (Word, Excel, PowerPoint). Maintain an effective followup and/or reminder system for activities and action required by the ASG.
Stakeholder Management
Under the coordination of the Executive Officer, works with other Assistants in the Office of the ASG to ensure tasks and responses are completed in a timely manner. Develop and maintain awareness of divisional priorities. Influence the work of assistants throughout DI in order to accomplish tasks and implement consistency in work produced. Maintain all lists of internal and external contacts. Serve as first point of contact for requests of various nature
directed to the ASG, as well as be prepared to receive and assist visitors of all levels on behalf of the ASG.
Financial Management
In preparing ASG specific documentation (e.g. necessary travel arrangements and mission coordination, and representation allowance), ensure that proper financial procedures are followed for the budget, and prepare the necessary financial documents.
Expertise Development
Study issues and understand protocol that may affect the ASG’s office and take decisions on such issues. Liaise with other Assistants to leverage knowledge. Proactively develop skills in areas such as planning and organising, new technology, in particular, MS Office software, languages and effective communication.
Project Management
Oversee and monitor the execution of small projects led by ASG and/or provide input to projects led by staff officers. Contribute to developing substance for meetings chaired by ASG DI and Deputy ASG DI.
Knowledge Management
Collect, categorise, and track relevant information required for various tasks and projects. Maintain well-structured paper and electronic filing systems.
Organizational Efficiencies
Provide constructive suggestions to improve office and divisional procedures. Find ways to be faster, better and more effective in managing information and using office tools. Perform any other related duty as assigned.
INTERRELATIONSHIPS:
The incumbent reports to the ASG DI and works closely with the Executive Officer and the staff in the Office of the ASG. The incumbent maintains a working relationship with other assistants throughout the Division. They deal with senior members of Delegations and Partner Missions, Divisions and Directorates, the International Military Staff, Strategic Commands and International Organisations.
COMPETENCIES:
The incumbent must demonstrate:
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.
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.
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 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.
The Defence Investment (DI) Division is responsible for facilitating the development and adoption of cutting-edge, innovative and interoperable capabilities, critical to ensuring the Alliance’s ability to undertake the full spectrum of missions and operations. Key lines of effort include:
- Leading the development of major complex capability programmes in the land, maritime, air and space domains - including on Air and Missile Defence, Alliance Future Surveillance and Control capability (follow on to AWACS), Air Command and Control (Air C2), Joint Intelligence Surveillance and Reconnaissance (JISR) assets and critical Consultation, Command & Control (C3)– and in doing so addressing all policy, politicalmilitary, technical and practical aspects;
- Leading NATO’s policy and engagements in the aviation domain;
- Pursuing interoperability through prioritised standardization efforts, developing with Allies new approaches to operational challenges, supported by a commitment to operational experimentation and innovation;
- Leading NATO engagement with defence industry and working to ensure the resilience and robustness of the transatlantic defence industrial base;
- Maintaining the Alliance’s technological edge through exploring and driving adoption of emerging and disruptive technologies, with an initial focus on autonomous systems;
- Facilitating multinational cooperation in capability development through a series of specific initiatives tackling critical capability requirements;
- Understanding, adapting to, and pro-actively addressing climate change;
- Informing and responding to the Alliance’s evolving capability needs through NATO Defence Planning;
- Providing oversight to NATO Agencies involved in capability development and delivery (in particular NATO Communication and Information Agency and NATO Support and Procurement Agency);
- Working with a range of key stakeholders within NATO including the Strategic Commands and externally with NATO Partners and relevant international and regional organisations including the EU, as well as with industry and academia.
The Office of the Assistant Secretary General (ASG) is a small team consisting of the Executive Officer, the Budget Officer, a Web Assistant, a Divisional Assistant, and the Principal Assistant and is responsible to the ASG for the efficient and effective workflow in the Division. It supports and coordinates the ASG’s activities in the performance of their mandate and orchestrates coordinating efforts between DI and other NATO entities, internal and external of the Division and NATO HQ.
The incumbent carries out the duties of Principal Assistant to the ASG DI and coordinates closely with the Executive Officer and the other assistants in the Office of the ASG in order to ensure the smooth and efficient running of the ASG’s outer office. They are accountable for efficiently handling a wide range of administrative and organisational support duties for the ASG.
QUALIFICATIONS AND EXPERIENCE:
Essential
The incumbent must:
- Have a good general education at least to higher secondary level;
- Have at least 6 years' previous experience of administrative and organisational duties;
- Have experience in organising events, conferences or in programme administration;
- Have experience managing the calendars, travel arrangements, hospitality events, and meeting preparation of senior managers;
- Be discreet and comfortable in dealing with a wide range of senior staff and visiting VIPs;
- Have strong written and oral communication skills, including the ability to edit documents;
- Possess the ability to work under pressure and tight timelines;
- Have experience liaising with various stakeholders, including ability to maintain effective working relationships;
- Have experience in using various software packages, in particular the Microsoft Office suite (Word, Excel, Outlook, PowerPoint, and SharePoint) or similar;
- Possess knowledge of, and experience in, budget management;
- Possess the following minimum levels of NATO’s official languages (English/French): V (Advanced) in one; III (Intermediate) in the other;
- Be willing to work outside normal office hours at short notice, when requested.
Desirable
The following would be considered an advantage:
- A higher-level education degree or certification from a recognised institution in one of the following specialisations: office administration, business administration, finance/accounting or other field related to the position;
- Experience working with NATO, or in the government or defence organization of a NATO member state.
MAIN ACCOUNTABILITIES:
Planning and Execution
Plan and organise own workload to respond quickly to changing priorities and ensure the accurate and timely execution of duties. Assist with the day-to-day administration of ASG’s schedule: arrange meetings and handle related details, such as necessary travel arrangements and mission coordination and administrative tasks. Provide administrative support to the ASG and, as required, and to officers who report to the ASG. Remain aware of ASG’s priorities and of the process in order to independently arrange meetings for the ASG and determine logistical priorities. Monitor documents submitted to the Office of the ASG.
Information Management
Answer enquiries and incoming calls from all levels of visitors, staff, country representatives and subject matter experts. Assist the Executive Officer and other assigned staff in the screening and distribution of incoming correspondence to the appropriate Director, Head of Section and/or Action Officer, and coordinate timely response and actions within the Front Office. Draft and produce memoranda and letters. Take notes at staff level meetings and draft reports and decision sheets resulting from these meetings. Type and format all kinds of documents, including tables of figures requiring careful presentation using the standard software packages used by NATO (Word, Excel, PowerPoint). Maintain an effective followup and/or reminder system for activities and action required by the ASG.
Stakeholder Management
Under the coordination of the Executive Officer, works with other Assistants in the Office of the ASG to ensure tasks and responses are completed in a timely manner. Develop and maintain awareness of divisional priorities. Influence the work of assistants throughout DI in order to accomplish tasks and implement consistency in work produced. Maintain all lists of internal and external contacts. Serve as first point of contact for requests of various nature
directed to the ASG, as well as be prepared to receive and assist visitors of all levels on behalf of the ASG.
Financial Management
In preparing ASG specific documentation (e.g. necessary travel arrangements and mission coordination, and representation allowance), ensure that proper financial procedures are followed for the budget, and prepare the necessary financial documents.
Expertise Development
Study issues and understand protocol that may affect the ASG’s office and take decisions on such issues. Liaise with other Assistants to leverage knowledge. Proactively develop skills in areas such as planning and organising, new technology, in particular, MS Office software, languages and effective communication.
Project Management
Oversee and monitor the execution of small projects led by ASG and/or provide input to projects led by staff officers. Contribute to developing substance for meetings chaired by ASG DI and Deputy ASG DI.
Knowledge Management
Collect, categorise, and track relevant information required for various tasks and projects. Maintain well-structured paper and electronic filing systems.
Organizational Efficiencies
Provide constructive suggestions to improve office and divisional procedures. Find ways to be faster, better and more effective in managing information and using office tools. Perform any other related duty as assigned.
INTERRELATIONSHIPS:
The incumbent reports to the ASG DI and works closely with the Executive Officer and the staff in the Office of the ASG. The incumbent maintains a working relationship with other assistants throughout the Division. They deal with senior members of Delegations and Partner Missions, Divisions and Directorates, the International Military Staff, Strategic Commands and International Organisations.
- Direct Reports: N/a;
- Indirect Reports: N/a.
COMPETENCIES:
The incumbent must demonstrate:
- Clarity and Accuracy: Monitors others' work for clarity;
- Customer Service Orientation: Takes personal responsibility for correcting problems;
- Empathy: Reads non-verbal cues and understands meanings;
- Flexibility: Acts with flexibility;
- Initiative: Is decisive in a time-sensitive situation;
- Organisational Awareness: Understands organisational climate and culture;
- Teamwork: Solicits inputs and encourages others.
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.
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 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.
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