Assistant, Operations Division (2 posts)

Job title:

Assistant, Operations Division (2 posts)

Company:

NATO

Job description

‘Pending Budget Approval’‘The below Vacancy Notice is for the recruitment of two Assistant roles in the Operations Division: 1) Assistant in the Counter Terrorism Section; 2) Assistant in the Front Office.1. SUMMARYThe mission of the Operations Division of the International Staff (IS) is to prepare NATO for the defence of Alliance territory, to prevent and manage crises at home and abroad, and to strengthen the capabilities of partners. The Operations Division advances the core tasks of the Alliance (Deterrence and Defence, Crisis Prevention and Management, Cooperative Security) by providing policy development and recommendations, situational awareness, advance planning, well-exercised and executed management of deterrence and defence activities, and outcome-oriented security capacity building programmes.The Counter Terrorism Section coordinates Counter Terrorism (CT) related efforts across the Alliance. The team provides relevant policy guidance and support to Allies and seeks to enhance NATO’s dialogue and practical cooperation on Counter Terrorism related issues with International Organisations and partner countries. It also supports the work of the Secretary General’s Special Coordinator for CT in their duties.The Front Office is responsible for the coordination of activities within and outside the Operations Division and provides support and advice to the Operations Division on organisational, budgetary, administrative, human resource and technical issues.The incumbent will carry out the duties of Assistant, either under the direction of the Head, Counter Terrorism Section, or under the direction of the Executive Officer (XO) in the Front Office (FO). They are accountable for efficiently handling a wide range of support duties of an administrative, organisational, and financial nature. The Assistant plays an important role in knowledge management and in facilitating access to relevant information.Due to the nature of the work of the Division, adaptability and availability to carry out tasks at short notice and under tight deadlines are major requirements in this particular area of work.2. QUALIFICATIONS AND EXPERIENCEESSENTIALThe incumbent must:

• have a good general education at least to higher secondary level;
• have at least 4 years’ experience of administrative duties;
• have familiarity with various software packages, in particular the Microsoft Office suite or similar and be able to demonstrate skills in formatting and document manipulation;
• demonstrate a strong drive for teamwork;
• possess experience in organising conferences and/or programme administration;
• possess knowledge of, and experience in providing financial support;
• possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; I (“Beginner”) in the other.

DESIRABLEThe following would be considered an advantage:

• possess experience with Sharepoint and Enterprise Resource Planning (ERP) systems;
• previous working experience in a multicultural environment;
• a higher level in the other official language;

3. MAIN ACCOUNTABILITIESPlanning and ExecutionAssist with the day-to-day administration: arrange meetings and handle related details, such as necessary travel arrangements and mission coordination, as well as coordination of leave plans. Organise own workload to ensure the accurate and timely execution of duties.Information ManagementAdminister the Section Head’s schedule. Answer enquiries and incoming calls. Draft memoranda and cover letters to 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, PowerPoint). Take minutes at meetings as necessary. Oversee the paper flow into and out of the office including retrieving and organising correspondence/documents (including classified information). Maintain an effective follow-up and/or reminder system for pending actions within the Section.Knowledge ManagementCollect, categorise, and track relevant information required for various tasks and projects. Maintain well-structured paper and electronic filing systems, including on Sharepoint.Stakeholder ManagementLiaise with points of contact to ensure efficiency in daily management of workload and processes. Be the point of contact for initial requests of various nature. Maintain all lists of internal and external contacts.Expertise DevelopmentConduct basic research on a variety of topics, as directed. Proactively develop skills in areas such as planning and organising, new technology, languages and effective communication. Liaise with other Assistants to leverage knowledge.Organisational EfficienciesProvide constructive suggestions to improve office procedures. Find ways to be faster, better and more effective in managing information and using office tools.Financial ManagementEnsure that proper financial procedures are followed for the budget, prepare the necessary financial documents, follow up on activities to ensure that financial files are correctly processed and maintain records of all financial transactions. Provide financial support to the management of projects implemented by the Section.Perform any other related duty as assigned.4. INTERRELATIONSHIPSThe incumbent works in a team with the other Assistants in the section and reports to the Head of the relevant Section. They will maintain close working relationships with other staff in the Operations Division, as well as throughout the Organization. The incumbent will deal on a regular basis with members of Delegations and Partner Missions, other International Staff Divisions and Directorates and the International Military Staff, as well as with officials from other countries and from international organisations.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

Sat, 07 Sep 2024 07:42:55 GMT

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