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Warehouse and transport logistics assistant

  • International Staff, NATO HQ
Brussels, Belgium
Full-time
Published:
Application Deadline: July 18, 2024
  • International Staff, NATO HQ
Brussels, Belgium
Full-time
Published:
Application Deadline: July 18, 2024

SUMMARY:

The Executive Management (EM) Division has the lead role in the overall management of the NATO HQ. The EM Division covers the following directorates: HQ Support and Transformation (HQST), Human Resources (HR), Information, Communications and Technology Management (ICTM).

The role of Infrastructure and Facilities Management (IFM) is to support NATO’s political and decision-making processes by managing and maintaining the NATO Headquarters site. IFM provides the International Staff (IS), International Military Staff (IMS), National Delegations, Partners, independent bodies and all others accommodated at NATO Headquarters, with facility management services. IFM is responsible for the overall management, supervision and technical and financial control of all in-sourced and out-sourced facility, maintenance, transportation and logistics services, major and minor investment projects and asset and inventory management in support of NATO Headquarters functions.

Under the supervision and direction of the Chief Storeperson the incumbent is responsible for the receipt and quality, quantity and administrative control of goods and materials delivered to the NATO HQ logistics facilities. The incumbent assists in establishing and updating goods and material delivery schedules and plans with internal and external stakeholders. The incumbent is also responsible for keeping the asset inventory updated and for providing reports, data through NATO’s stock/asset management software. In addition, the incumbent is also responsible for the administrative management and proper everyday use of IFM’s vehicles.

QUALIFICATIONS AND EXPERIENCE:

Essential

The incumbent must:

  • Have completed secondary education to a satisfactory level;

  • Have at least 3 years of experience as a storeperson with responsibility for recording stock levels and recording and verifying inventory;

  • Have experience working in a facilities management service or other client-service environment;

  • Have demonstrated experience using stock management tools such as the Enterprise Resource Planning system;

  • Possess 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:

  • A good working knowledge of Dutch;

  • Have prior experience managing vehicle fleets.


MAIN ACCOUNTABILITIES:

Information Management

Inform the various stakeholders of their deliveries. Maintain inventory/stock level records. Report on inventory and stock levels and changes, as appropriate. Ensure the regular updating of databases and produce relevant reports as needed.

Project Management

Interact with the Warehouse Operation Team to plan and organise the transport of deliveries in the applicable storage area and following the policies in place.

Planning and Execution

Receive goods and materials, checking for quantity and quality in accordance with the applicable directives. Stock management: perform goods reception, goods distribution, asset management, purchasing, goods return, non-acceptance, conflict resolution, invoicing, write offs, etc. Assist the Chief Storeperson in the execution of spot-checks of the inventories of expendable stock. Manage the vehicle database, check the validity of technical inspections, process requests for maintenance and/or repairs. Manage daily transport requests in accordance with the applicable directives.

Stakeholder Management

Interact with buyers and customers to plan deliveries and to replenish and distribute inventory or stock, as appropriate.

Expertise Development

Assist the Chief Storeperson in the establishment and continuous update of a schedule for all planned deliveries based on information from the Procurement Service and from the other internal and external stakeholders. Assist the Chief Storeperson to improve processes while respecting regulations.

Perform any other administrative duties as assigned.

INTERRELATIONSHIPS:

The incumbent reports directly to the Chief Storeperson. The incumbent maintains close contact with the Procurement Service to validate logistics information. The incumbent closely coordinates with the Handyperson for the unloading and moving of goods. The warehouse and transport logistics assistant interacts with a variety of internal and external personnel delivering and receiving materials to/from the NATO Headquarters logistics facilities. The incumbent interacts with the drivers performing transportation duties.

  • Direct reports: N/a;

  • Indirect reports: N/a.


COMPETENCIES:

The incumbent must demonstrate:

  • Achievement: Works to meet standards;

  • Analytical Thinking: Breaks down problems;

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

  • Flexibility: Acts with flexibility;

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

  • Organizational Commitment: Supports the Organization;

  • Self-Control: Responds calmly;

  • Teamwork: Co-operates.


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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