Senior Assistant (Project Management)

Senior Assistant (Project Management)-241168

Primary Location

Belgium-Mons

NATO Body

Supreme Headquarters Allied Powers Europe

Schedule

Full-time

Application Deadline

31-Aug-2024, 9:59:00 PM

Salary (Pay Basis)

: 4,319.16Euro (EUR) Monthly

Grade NATO Grade G10

Description

: 

Post Context/Post Summary

Supreme Headquarters Allied Powers Europe (SHAPE) provides an integrated Strategic Effects framework, employing a multi-domain and multi-region focus to create a 360-degree approach, with the flexibility to enable, upon direction, a seamless transition from Baseline Activities and Current Operations (BACO) up to the Maximum Level of Effort (MLE). SHAPE supports SACEUR in fulfilling his terms of reference, as directed by the North Atlantic Council.

The Strategic Enablement (STREN) Directorate is responsible for directing, monitoring and co-ordinating the implementation of Integrated Resource Management (IRM) activities and staff functions at all levels of command across Allied Command Operations (ACO).

The Infrastructure and Engineering Division (I&E) provides strategic level coordination and control capabilities on all aspects of Military Engineering (MILENG) functions.

The Project Office of the SHAPE HQ (POSH) represents SHAPE and all future users of the New SHAPE Static Command Facility (SCF) as the ‘Capability User Authority’ (CUA) for ACOS I&E as Senior Requirement Authority. POSH serves as the focal point for all activities related to the New SHAPE HQ and the future HQ Area within SHAPE Campus.

For the implementation of CP 5A147Rev1 SHAPE Static Command Facilities and any possible SHAPE CP amendment, the role of the POSH is to represent SHAPE as the User and to ensure proper coordination with and informed decision making by SHAPE as the Strategic Command within the NATO Capability Delivery Process.

POSH facilitates the co-ordination and communication required between SHAPE as the primary user of the proposed headquarters facilities, the other user entities at SHAPE Compound (ACT SEE, NMRs, NCIA…) and the external implementation stakeholders primarily the Territorial Host Nation, but also the NATO Communications and Information Agency (NCIA). POSH therefore acts as Operational Requirements Team (ORT) for infrastructure and ORT equivalent for security and CIS aspects.

The Senior Assistant Project Management provides support to the Project Managers providing and maintaining tools, schedules and highlighting changes. Especially the incumbent fulfills the role of the Risk Specialist and is responsible for maintaining the risk register and preparing risk reports and meetings.

Principal Duties

The incumbent’s duties are:

1) Providing Project Management support to the POSH

2) Support Risk Management responsibilities include design, implement and maintain tools to apply risk management throughout the disciplines of the project.

3) Support with cross-functional analysis of the raw data in order to identify linkages and dependencies to other work strands.

4) Design, implement and maintain tools to visualize risk exposure and trends.

5) Support in preparing reports and presentations in order to enable informed decision making.

6) Support Change Management. Specific responsibilities include design, implement and maintain tools to apply change management throughout the disciplines of the project.

7) Support in preparing reports and presentations in order to enable informed decision making.

8) Support Business Management and Admin support for the Project Office including Version Control of internal and external documents.

9) Ensuring data coherence with regard to format, terminology, language and sequence before release.

10) Support the Office as Travel Clerk by submitting travel requests and related tasks.

11) Support of all meetings and WGs held between the POSH and internal/external actors including the preparation of support documents, briefings and reference material.

12) Monitoring Tasker Tracker system for assigned/non-assigned work strands and ensuring proper coordination and delivery.

13) Deputized as Principal Information and Knowledge Manager.

Special Requirements and Additional Duties

The incumbent may be required to undertake deployments in support of military operations and exercises, and/or TDY assignments, both within and without NATO boundaries up to 180 days. The employee may be required to perform a similar range of duties elsewhere within the organization at the same grade without there being any change to the contract.

The employee may be required to perform a similar range of duties elsewhere within the organisation at the same grade without there being any change to the contract.

Essential Qualifications

A. Professional/Experience

1) A minimum of 3 years of experience in portfolio, programme, and project support

2) A minimum of 3 years of experience in support of Business risk and change management

3) A minimum of 3 years of experience in admin support (i.e. meeting management, preparing reports, preparing presentations, documents management, ensuring data coherence with regard to format, terminology, language, and sequence before release, etc.)

B. Education/Training

Higher Secondary education and intermediate vocational training in managerment information systems, accounting, economics, finance, business administration, public administration, operations research, project management, engineering, business process engineering or related discipline which might lead to a formal qualification with 4 years experience, or Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 3 years post related experience.

C. Language

English – SLP 3333 – (Listening, Speaking, Reading and Writing)

Desirable Qualifications

A. Professional Experience

1) Previous experience in a military headquarters or international organization

2) Previous experience in co-operation with NATO/National Construction Agencies and Architecture/Engineering Consultants.

B. Education/Training

1) PRINCE 2 or any other related Project Management instrument experience or certification.

2) Management of Risks or other related Risk Management instrument experience or certification.

3) Resource Management Education Programme (RMEP) Course (ETE-FI-2708) provided by NATO – School Oberammergau (NSO)

4) NATO Information Knowledge Management (IKM) Course (CCC-IM-2678) provided by NATO – School Oberammergau (NSO)

Attributes/Competencies

• Personal Attributes: The incumbent must have excellent judgment and organizational abilities in order to support the project management operations of the Office. Good inter personal and communication skills are necessary for interaction with colleagues, senior officers and staff. Requires considerable discretion, tact and diplomacy. Must be able to identify and quickly react to critical tasking and determine which issues to refer to supervisor. Must be flexible and adaptive, using own judgment and initiative to resolve conflicts. Capable of handling details. Capable of supporting multiple tasks.
• Professional Contacts: Daily internal contacts with SHAPE divisions and National Military Representatives in order to exchange information; to solicit information; to provide or seek guidance on various issues.
• Contribution to Objectives: The work consists of a day to day support of administrative actions, both in and outside the Headquarters, whereby the staff fully relies on a responsible, alert support and judgment of the Assistant thus facilitating his/her representation. This job impacts directly in the timely and effective planning, implementation and maintenance of SHAPE Command and Control Facilities.

REMARKS:

Duration of contract: Serving staff members will be offered a contract according to the NATO Civilian Personnel Regulations (NCPR). Newly recruited staff will be offered a definite duration contract of three years, which might be extended pending budget approval.

The salary will be the basic entry-level monthly salary defined by the NATO Grade of the post, which may be augmented by allowances based on the selected staff member’s eligibility, and which is subject to the withholding of approximately 20% for pension and medical insurance contributions. 

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. 

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.

Applicants who prove to be competent for the post but who are not successful in this competition may be offered an appointment in another post of a similar nature, which might become vacant in the near future, albeit at the same or lower grade, provided they meet the necessary requirements. 

We believe that all people are capable of great things. Because of this, we encourage you to apply even if you do not meet all of the criteria listed within this job description.

HOW TO APPLY FOR A NATO CIVILIAN POST AT SHAPE:

Applications are to be submitted using NATO Talent Acquisition Platform (NTAP) (https://nato.taleo.net/careersection/2/jobsearch.ftl?lang-en). Applications submitted by other means (e.g. mail, e-mail, fax, etc) are not accepted.

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Application Process 

Shortlisted candidates will be requested to provide original documentary evidence and a set of copies supporting statements in their applications. Appointment is subject to obtaining a NS security clearance and a medical certificate.

Remarks:

A. Only nationals from the 32 NATO member states can apply for vacancies at SHAPE. 

B. Applications are automatically acknowledged within one working day after submission. In the absence of an acknowledgement please make sure the submission process is completed, or, re-submit the application. 

C. Qualified redundant staff of the same grade interested in this post should inform this office, via their HR/Personnel Office by not later than vacancy’s closing date.

D. Candidates’ individual telephone, e-mail or telefax enquiries cannot be dealt with. All candidates will receive an answer indicating the outcome of their application.

E. 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

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