Assistant, NATO Library

Primary LocationBelgium-Brussels

NATO Body

NATO International Staff (NATO IS)

Schedule

Full-time

Application Deadline

24-Mar-2024, 10:59:00 PM

Salary (Pay Basis)

3,833.04

Grade

NATO Grade G8

Within NATO’s International Staff (IS), the Executive Management (EM) Division has the lead role in the overall management of the NATO HQ. Within EM, Information Communication and Technology Management (ICTM) is a Directorate that provides support in the areas of Information, Communications and Technology Management, and archives information and knowledge management to the North Atlantic Council (NAC), its Committees and to the IS. Archives and Information Management (AIM) is the principle information and records management service at NATO Headquarters.

AIM ensures the accessibility, availability and integrity of all official information produced by the NAC, its Committees and the IS. AIM supports the IS Information and Knowledge Management (IKM) Strategy through its role in the IKM governance structure and by providing a coherent and effective IKM framework consisting of tools, procedures and best practices to ensure the efficient flow of information and knowledge, in order to enable IS decision making and tasking.

Within AIM, the NATO Archives acts under the authority of the Archives Committee. Under the direction of the NATO Archivist, its main responsibilities are the identification of information with permanent value, the overall management of the NATO Archival holdings and the implementation of the Public Disclosure Policy.

Part of the NATO Archives is the NATO Library, which is being transformed into a dynamic knowledge centre on international security and defence. It will become a centre for personalised research services and learning experiences through events, an exciting place where staff can develop knowledge to fulfil NATO’s objectives. Its primary audience will be Delegations of Allies and Partner Nations, the International Staff and International Military Staff (IMS).

Under the direction and leadership of the Head Library, the Library Assistant performs duties related to the ordering, receiving, cataloguing, circulating and maintenance of print and electronic documents and publications. The Library Assistant also provides reference service to the NATO Headquarters and to its external customers as required, and assist researchers in accessing primary and secondary resources in the Library and NATO Archives Reading Room.

In the absence of the Head, Library, the incumbent is expected to ensure a smooth business operation.

• QUALIFICATIONS AND EXPERIENCE

EssentialThe incumbent must:

• have a good general education at least to higher secondary level ideally with exposure to library or information management sciences;
• have 3 years’ experience working in a library or other relevant experience;
• have excellent written and oral communication skills;
• possess very good organisation and multi-tasking skills;
• be proficient in the use of computer software support packages, particularly with the collaborative tools;
• possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; III (“Intermediate”) in the other ;

DESIRABLE The following would be considered an advantage:

• interest in international security issues;
• have experience with acquiring, managing and promoting digital library collections;
• knowledge of additional NATO member and Partner country languages;
• Advanced degree or Vocational training (i.e. library studies);
• previous experience working in an international environment;
• experience in a security conscious environment;
• knowledge of, and experience in budget and procurement;
• experience in web-based service delivery and library automation.
• MAIN ACCOUNTABILITIES

Information Management Assist with the transition of the Library from a traditional paper library into a dynamic and attractive knowledge centre on international security and defence . Assist with adapting the library resources collection strategy to one, predominantly using digital and online resources. Maintain and update borrowers’ records in the Library system. On a regular basis, maintain and update the library’s external databases. Format and edit various library publications (Acquisitions Lists, Thematic Bibliographies, etc.) both in print and electronic format. Maintain and update web-based Research Guides (LibGuides). Renew and manage the journals and database subscriptions on an annual basis. Manage the Library websites (on Intranet and Internet). Be responsible for the daily operation and development of the Library integrated system.

Expertise Development

Work on day-to-day tasks including the provision of information services to Delegations of Allies and Partner Nations, the International Staff and IMSand to the (visiting) public. Review professional literature and attend professional conferences and courses to stay current in the field of librarianship and information science.Offer suggestions to adapt the NATO Library under the Head Library, in line with its development towards a knowledge center on defence and international security.With this in mind, help design databases, library-related applications and web pages for an adapted library and library public, focused on tailor research assistance.

Knowledge Management

Participate in the on-going review of NATO’s information, knowledge management and library policies and practices. Develop appropriate documentation (procedures) to manage library operations. Enable the creation and dissemination of knowledge by providing access to relevant library resources. Support the Information and Knowledge Management Strategy of the International Staff. Oversee and follow up the procurement activities, manage NATO’s digital and online subscriptions by regularly renewing contracts, identifying new subscriptions for staff.

Stakeholder Management

Provide direct assistance to all library users (staff, researchers, visitors). Implement specific cross-cutting projects with Divisions, Independent Offices of International Staff (IS) and IMS, NATO delegations, and academia. Work with a network of internal and external libraries to ensure that library resources are made available compliant with NATO library policies and regulations. Respond to internal and external requests for information.

Project Management

Participate in project teams as and when required. Assist the Head Library with acquiring, managing and promoting digital and paper collections, which are attractive and relevant for delegations and staff. Support the use and development of the NATO Library’s social media channels. Assist in the marketing of library activities with e-mail campaigns or other promotional capabilities. Work closely with teams from NATO Archives, Archives and Information Management, and across Divisions and the IMS.Work with colleagues in line with the IKM strategy to deliver excellence in service.

Financial Management

Assist the Head Library in managing the library budget.

Planning and Execution

Monitor and train students and temporary staff as required. Participate in project teams as and when required. Perform all general administrative tasks as assigned by the NATO Archives.

Perform any other related duty as assigned.

• INTERRELATIONSHIPS

The incumbent reports to the Head Library . S/he works closely with other NATO Archives and AIM services, in particular public disclosure, and printing and graphics, particularly in the context of outreach activities. S/he also works closely with the information professionals throughout the NATO HQ and the NATO Enterprise for the coordination of events. The incumbent has regular contact with the IKM Network in context of providing reference services. On a daily basis they deal with staff, delegations, and visitors and responds to internal and external requests for print or electronic documents

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.

• 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.