Committee Secretary

Job title:

Committee Secretary

Company:

NATO

Job description

1. SUMMARYThe NATO Communications and Information (NCI) is a subsidiary body to the North Atlantic Treaty Organisation with a view to meeting the collective requirements of NATO Nations for capability delivery and service provision related to Consultation, Command and Control, Communications, Information and Cyber Defence.The NCI Organisation is composed of:

• a Governing Body, the Agency Supervisory Board (ASB), which consists of a representative for each NATO nation, chaired by a national, elected Chairperson, assisted by an independent Secretariat;
• an Executive Body, the NCI Agency, led by a General Manager;
• Multinational (MN) Programmes; and
• Communications and Information (C&I) Partnerships.

The incumbent is part of the independent Secretariat, which is located at NATO Headquarters in Brussels, Belgium. Under the direction of the Policy Officer, and under minimal supervision, the incumbent provides staff support, primarily to the Finance Committee and Audit Committee and to the ASB, when acting or when tasked by the standing ASB Secretary. This includes drafting, administrative, organisational and coordination support, as well as procedural advice to the NCI Organisation Governing Structure.To support the Committees/Board, they are responsible to plan and organise the meetings, including the preparation of agendas, speaking notes, timely distribution of documents and presentations with the stakeholders, drafting of records and decision sheets.2. QUALIFICATIONS AND EXPERIENCEESSENTIALThe incumbent must:

• possess a University degree from an institute of recognised standing, or an equivalent level of qualification, in a field relevant for this position;
• have 3 years of experience of committee work in areas of public or business administration;
• have knowledge of NATO policies and current political and defence issues affecting the Alliance and its Partners;
• have excellent written and oral communication skills;
• have experience in an International Organisation or national administration;
• demonstrate flexibility and a strong drive for teamwork and diversity;
• possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one and IV (“Upper Intermediate”) in the other.

DESIRABLEThe following would be considered an advantage:

• knowledge of organisational or corporate governance;
• experience with NATO C4ISR governance or NCI Agency operations;
• experience with Financial governance;
• a higher university degree (master or Ph.D.) or equivalent level qualifications, in relevant fields.

3. MAIN ACCOUNTABILITIESProject ManagementProvide staff support to the ASB and ASB sub-committees. Manage efficiently and address all practical, administrative and logistical aspects of committee work. Make all necessary arrangements in connection with meetings of those committees. Track the implementation of committee decisions. Report on progress in workstrands and contribute to the timely execution of roles and responsibilities. Prepare and coordinate the timetable, planning and agendas for meetings of the ASB and its sub-committees. Draft decision sheets, assuring that they reflect accurately and clearly decisions. Follow-up on decisions and take action as required.Expertise DevelopmentIdentify relevant issues for the Board/Committees’ consideration and coordinate the preparation of appropriate materials and proposals for Board/Committees’ consideration. Monitor and ensure adherence to established standards, processes and policies. Develop procedural knowledge to be able to provide options and Courses of Action to Head of the Chairperson’s Office. Advise and assist the Chair of the committees in the orderly conduct of business. Present work and issues of concern in an effective manner to internal and external stakeholders. Develop proactively analytical skills and creative thinking in the development of solutions to increase efficiency. Pursue continuous improvements to existing processes and to the use of information technology through studies or/and benchmark best practice.Stakeholder ManagementWork closely with staff members of the NCI Organisation Secretariat, particularly the Policy Officer. Deal with all liaisons and practical and administrative aspects of committee work to keep all contacts and concerned parties up-to-date. Advise the Board/Committee Chair and the Secretariat’s Staff Officers on administrative procedures and working practices so as to produce quality, timely and decisive work. Maintain close and frequent contact with NCI Agency Staff, International Staff (IS), NCI Agency’s Customer Representatives and other NATO bodies, as well as with national delegations, in order to ensure the timely and efficient dissemination of all relevant information, thereby facilitating future board/committee discussions.People ManagementDetermine direction by influencing groups and direct these groups toward a specific goal or mission. Be available to offer guidance and advice to the team members when required. Promote integrity, professionalism and accountability through a transparent approach to leadership and when appropriate, to colleagues.Information ManagementOversee document and publication management related to the work of assigned committees.Knowledge ManagementExchange knowledge and information with colleagues on latest board/committee news. Ensure the preparation, processing and issuance of board/committee documents (reports, agendas, decision sheets and other documents required). Collect and process procurement-related information. Monitor ongoing work in other relevant committees/bodies for developments that may be of interest to the assigned committees.Perform any other related duty as assigned.4. INTERRELATIONSHIPSThe incumbent reports to the Policy Officer and deputises for them in times of absence. The incumbent works closely with the Secretariat’s subject matter experts in identifying and addressing needs and future developments. They have frequent contact with officials of the NATO International Staff (IS), International Military Staff (IMS) and NCI Agency staff, at all levels.Direct reports: N/A.Indirect reports: N/A.5. COMPETENCIESThe incumbent must demonstrate:

• Achievement: Works to meet standards.
• Analytical Thinking: Sees multiple relationships.
• Clarity and Accuracy: Checks own work.
• Conceptual Thinking: Applies learned concepts.
• Customer Service Orientation: Takes personal responsibility for correcting problems.
• Empathy: Is open to others’ perspectives.
• Impact and Influence: Takes multiple actions to persuade.
• Initiative: Is decisive in a time-sensitive situation.
• Teamwork: Solicits inputs and encourages others.

6. CONTRACTContract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years; possibility of renewal for up to three years, during which the incumbent may apply for conversion to an indefinite duration contract.Contract clause applicable:In accordance with the contract policy, this is a post in which turnover is desirable for political reasons in order to be able to accommodate the Organisation’s need to carry out its tasks as mandated by the Nations in a changing environment, for example by maintaining the flexibility necessary to shape the Organisation’s skills profile, and to ensure appropriate international diversity.The maximum period of service foreseen in this post is 6 years. The successful applicant will be offered a 3-year definite duration contract, which may be renewed for a further period of up to 3 years. However, according to the procedure described in the contract policy the incumbent may apply for conversion to an indefinite contract during the period of renewal and no later than one year before the end of 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 also 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 Régulations.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

Fri, 24 May 2024 22:14:22 GMT

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