Assistant

Primary LocationBelgium-Brussels

NATO Body

NATO International Staff (NATO IS)

Schedule

Full-time

Application Deadline

25-Apr-2024, 11:59:00 PM

Salary (Pay Basis)

3,833.04

Grade

NATO Grade G8-G10

The Political Affairs and Security Policy (PASP) Division leads on the political aspects of NATO’s fundamental security tasks.

Within PASP, the Arms Control, Disarmament, and WMD Non-Proliferation Section (ADN) serves as NATO’s focal point for (1) consultation, coordination, and policy related to Arms Control, Disarmament, and Non-Proliferation (ADN), (2) Chemical, Biological, Radiological, and Nuclear (CBRN) Defense policy, plans, capabilities, and implementation, (3) conventional and WMD arms control and disarmament implementation, (4) cooperation on Small Arms and Light Weapons (SALW) and Mine Action (MA), and (5) Non-Military Instruments of Power (NMIOP). ADN also promotes cooperation on these challenges among Allies, with NATO Partners, and with International Organizations (IOs) and Non-Governmental Organizations (NGOs), as appropriate.

ADN is responsible for the coordination of those committees it chairs, namely the High Level Task Force on Conventional Arms Control (HLTF) , the Verification Coordination Committee (VCC), the Committee on Proliferation (CP), the Special Advisory and Consultative Arms Control, Disarmament and Non-Proliferation Committee (ADNC) and the Ad Hoc Working Group on Small Arms and Light Weapons and Mine Action )AhWG SALW/MA). In this task, ADN cooperates with other IS Divisions, as well as with the Conference Services and supporting services. ADN is also responsible for conducting the final quality control for documents issued to the above Committees, checking their procedural correctness, ensuring their timely circulation, and monitoring the follow-up to meetings.

The incumbent carries out the duties of Assistant for the Arms Control, Disarmament and WMD Non-Proliferation Section (ADN) of the Political Affairs and Security Policy (PASP) Division.

S/he is accountable for efficiently handling a wide range of support duties of an administrative and organisational nature, including assisting in the organization of above mentioned Committees; and in supporting the maintenance of the NATO Arms Control databases used by NATO Headquarters (HQ) in support of Alliance and Partner countries’ verification activities as a central repository and data management system.

• QUALIFICATIONS AND EXPERIENCE

EssentialThe incumbent must:

• have a good general education at least to higher secondary level;
• have at least 4 years’ experience of organisational duties;
• be proficient in the use of computer software packages, and collaborative work tools, in particular the Microsoft Office suite including SharePoint
• have experience in organising conferences and events or programme administration;
• have experience within multidisciplinary and multi-cultural environments dealing with a variety of stakeholders;
• have experience in the administration of databases;
• have experience of budgetary and financial support duties;
• possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; and II (“Elementary”) in the other;
• be able to work outside of normal office hours when needed.

DESIRABLE The following would be considered an advantage:

• experience working with Access databases;
• possess knowledge of, and experience in the use of an Enterprise Resource Planning (ERP) System;
• have experience of working with online communication tools (Webex, MS Teams, etc.);
• demonstrate commitment to continued professional development, particularly with respect to relevant arms control treaties;
• MAIN ACCOUNTABILITIES

Planning and Execution Organise, schedule, and follow-up of ADN-chaired committees.Assist with the day-to-day administration: arrange meetings and handle related details, such as necessary travel arrangements and mission coordination (coordination of flights, hotel bookings, etc.), as well as assist in the coordination of leave plans for the Centre. Organise own workload to ensure the accurate and timely execution of duties. Prepare briefings and presentations for the Section staff. Provide assistance to the other PASP Sections and Committee Coordination team as required by the Divisional manning and workload.

Information Management

Administer the Centre’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 and SharePoint). Take minutes at meetings and draft reports as necessary. Oversee the paper flow into and out of the office including retrieving and organizing correspondence/documents (including classified information). Maintain an effective follow-up and/or reminder system for pending actions within the Section.

Knowledge Management

Collect, categorize, and track relevant information required for various tasks and projects, including Oberammergau courses for which the Centre is the OPR. Maintain well-structured paper and electronic filing systems. Participate in the monitoring and collection of data from external sources, such as the Organization for Security and Cooperation in Europe (OSCE).Support the preparation of reports on the status of data from the Vienna Document database and Conventional Forces in Europe Treaty database to the attention of relevant Committees.

Stakeholder Management

Liaise with points of contact to ensure efficiency in daily management of workload and processes. Coordinate work with other Section Assistant. Be the point of contact for initial requests of various nature coming from within the Division and externally. Maintain all lists of internal and external contacts.

Financial Management

Ensure 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. Assist colleagues in creating financial reports on any country-sponsored conferences/seminars.

Expertise Development

Proactively develop skills in areas such as planning and organising, new technology, languages and effective communication. Acquire knowledge of the 2011 Vienna Document necessary to the analysis of military activities data from the OSCE and the maintenance of arms control databases. Liaise with other Assistants to leverage knowledge.

Organisational Efficiencies

Provide constructive suggestions to improve office procedures. Find ways to be faster, better and more effective in managing information and using office tools.

Perform any other related duty as assigned.

• INTERRELATIONSHIPS

The incumbent reports to the Head of the Section and provides administrative and procedural assistance to Arms Control, Disarmament and WMD Non-Proliferation Section especially to the Officer and data management team. S/he is required to coordinate work with another Assistant and to serve as a liaison between the Section, the rest of PASP and other NATO Divisions, as well as with national representatives and external organisations.

Direct reports: N/a

Indirect reports: N/a

• COMPETENCIES

The 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.
• 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 (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.

• 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 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 website . Detailed data is available under the Salary and Benefits tab.