Assistant – Missions and Planning

Job title:

Assistant – Missions and Planning

Company:

NATO

Job description

1. SUMMARYThe Executive Management (EM) Division, International Staff (IS), has the lead role in the overall management of the NATO Headquarters (HQ). The EM Division covers the following directorates: HQ Support and Transformation (EM-HQST), Human Resources (EM-HR), and Information Communication, and Technology Management (EM-ICTM).Within HQST, the Interpretation and Conference Services (ICS) provide direct support to NATO’s core business – the daily consultation among nations. It includes all the components found in established International Organisations for the provision of modern conference services, including bookings, planning and coordination, and the provision of technical audio-visual and VTC support, room preparation and interpretation for all official NATO languages and others on request.Under the direction of Head, Interpretation Planning, the incumbent will carry out the duties of an Assistant for Missions and Planning in charge of handling administrative and organisational tasks related to interpreter assignments and missions, within a very dynamic team. Tasks will include organising interpreter travel and liaising with organisers of events and meetings at NATO HQ and abroad, including for meetings of Defence and Foreign Affairs Ministers and summits of Heads of government.2. QUALIFICATIONS AND EXPERIENCEESSENTIALThe incumbent must:

• have a good general education at least to higher secondary level;
• have at least 4 years’ previous experience of administrative duties;
• be familiar with various software packages, in particular the Microsoft Office suite (in particular Word and Excel) or similar;
• possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; II (“Elementary”) in the other;
• be able and willing to work in a close-knit team whose members act as a backup to each other and to other administrative staff in the service as required.

DESIRABLEThe following would be considered an advantage:

• previous experience in budget-related administrative tasks;
• higher levels of fluency in both official languages;
• experience in administrative support for missions abroad;
• experience in using an Oracle EBS-based enterprise resource planning (ERP) system or equivalent (e.g. SAP), ideally within an International Organisation;
• experience in using SharePoint for collaborative work;
• experience in using travel management software (eg. Notilus).

3. MAIN ACCOUNTABILITIESPlanning and ExecutionSupport and conduct general follow-up on mission requests and support for mission coordination for staff and freelance interpreters; organise own workload to ensure the accurate and timely execution of duties. Ensure office supplies are readily available.Stakeholder ManagementLiaise with clients’ points of contact in charge of mission coordination and planning; ensure that mission requirements are covered by the Service. Build a network of key contacts across the Organization.Information ManagementTake minutes at meetings as necessary. Coordinate, filter and deliver information as appropriate. Process, organise and store mission-related information on the SharePoint portal and ensure it can be shared with other Interpretation Planning staff.Knowledge ManagementKeep track of mission-related information, coordination and logistics. Liaise with other Assistants to leverage knowledge.Financial ManagementProcess payments for freelance interpreters in a timely manner. Keep the Budget Officer informed of budget requirements.Organisational EfficienciesProvide constructive suggestions to improve office procedures. Find ways to be faster, better and more effective in coordinating service requests, managing information and using office tools and databases as part of the Interpretation Planning team.4. INTERRELATIONSHIPSThe incumbent reports to the Head of Interpretation Planning and works in close cooperation with other members of Interpretation Planning, staff and freelance Interpreters, as well as with the other staff of Interpretation and Conference Services.Direct reports: N/aIndirect reports: N/a.5. COMPETENCIESThe 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.

6. CONTRACTContract 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.7. USEFUL INFORMATION REGARDING APPLICATION AND RECRUITMENT PROCESSPlease 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 (

); * For all other applications: www.nato.int/recruitmentBefore you apply to any position, we encourage you to 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? 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)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.8. ADDITIONAL INFORMATIONNATO 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 . Detailed data is available under the Salary and Benefits tab.

Expected salary

Location

Bruxelles

Job date

Thu, 15 Aug 2024 01:55:39 GMT

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