Executive Assistant

Primary
LocationBelgium-Brussels

NATO
Body

NATO
International
Staff
(NATO
IS)

Schedule

Full-time

Application
Deadline

15-Sep-2024,
10:59:00
PM

Salary
(Pay
Basis)

4,915.61

Grade

NATO
Grade
G12

The
NATO
Chief
Information
Officer
(CIO)
function
brings
Information
and
Communications
Technology
(ICT)
coherence
across
NATO
Enterprise’s
civil
and
military
bodies.
The
NATO
CIO
is
empowered
to
realize
the
Allies’
vision
for
the
NATO
Enterprise,
is
accountable
to
the
Secretary
General
and
is
responsible
for
the
development
of
Enterprise
directives
and
advice
on
the
acquisition
and
use
of
information
technologies
and
services.
The
NATO
CIO
provides
Enterprise
oversight
on
cybersecurity
issues,
and,
in
close
coordination
with
all
relevant
NATO
civil
and
military
bodies,
works
towards
the
continual
improvement
of
the
cyber
hygiene
and
cybersecurity
posture
in
the
NATO
Enterprise.

The
Office
of
the
NATO
CIO
(OCIO)
has
an
integrated
staff
comprised
of
International
Staff
(IS)
and
International
Military
Staff
(IMS)
members.

The
incumbent
is
the
executive
assistant
for
the
NATO
CIO
/
Director
of
the
CIO
Office.
They
are
accountable
for
the
efficient
handling
of
a
wide
range
of
administrative
and
organisational
support
duties
in
order
to
ensure
the
smooth
operation
of
the
Office.

• QUALIFICATIONS
  AND
  EXPERIENCE

EssentialThe
incumbent
must:

• have
  a
  good
  general
  education
  at
  least
  to
  higher
  secondary
  level;
• have
  at
  least
  6
  years
  of
  professional
  experience
  in
  administrative
  and
  organisational
  work;
• be
  familiar
  with
  various
  software
  packages,
  in
  particular
  the
  Microsoft
  Office
  (Word,
  Excel,
  Outlook,
  PowerPoint,
  and
  SharePoint)
  or
  similar;
• have
  experience
  in
  organising
  conferences
  or
  programme
  administration;
• have
  knowledge
  of,
  and
  experience
  in
  budget
  administration;
• demonstrate
  strong
  interpersonal
  skills,
  resilience,
  flexibility,
  drive
  for
  teamwork
  and
  capacity
  to
  work
  under
  pressure;
• demonstrate
  clear
  and
  effective
  oral
  and
  written
  communication
  skills;
• be
  self
  confident
  and
  discreet
  and
  be
  comfortable
  in
  dealing
  with
  a
  wide
  range
  of
  senior
  staff
  and
  visiting
  VIPs;
  and
• 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:

• possess
  a
  higher
  education
  degree
  in
  a
  field
  relevant
  for
  this
  position;
• experience
  working
  with
  high
  level
  officials;
• have
  fluency
  in
  both
  NATO’s
  official
  languages;
• experience
  in
  an
  Information
  and
  Communications
  Technology
  environment;
  and
• have
  knowledge
  of
  the
  process
  and
  procedures
  at
  NATO
  Headquarters,
  or
  a
  national
  civil/
  military
  or
  joint
  organisation.
• MAIN
  ACCOUNTABILITIES

Planning
and
Execution
Assist
with
the
day-to-day
administration
of
the
NATO
CIO’s
schedule:
arrange
meetings
and
handle
related
details,
such
as
necessary
travel
arrangements
and
mission
coordination
and
administrative
tasks.
In
coordination
with
the
Executive
Officer,
organise
official
and
social
engagements
attended
by
the
NATO
CIO
in
his/her
official
capacity.
Organise
own
workload
to
ensure
the
accurate
and
timely
execution
of
duties.
Ensure
the
smooth
and
efficient
operation
of
the
Office,
working
in
close
co-ordination
with
other
staff
in
the
Front
Office.

Information
Management

Manage
the
schedules
of
the
NATO
CIO
and
her/his
Deputies,
proactively
prioritising
their
time
to
best
effect.
Answer
enquiries
and
incoming
calls.
Screen
and
organise
all
incoming
correspondence
and
documents,
maintaining
an
effective
system
for
follow-up
and
reminder
of
classified
and
unclassified
documentation.Draft
memoranda
and
cover
letters
for
documents.
Review
and
format
documents,
including
tables
of
figures
requiring
careful
presentation,
using
the
standard
software
packages
used
by
NATO
(Word,
Excel
and
PowerPoint).
Take
minutes
at
meetings
as
necessary.

Knowledge
Management

Collect,
categorise,
and
track
relevant
information
required
for
various
tasks
and
projects.
Maintain
well-structured
paper
and
electronic
filing
systems.

Stakeholder
Management

Build
relationships
with
key
points
of
contact
across
the
Enterprise
and
act
as
a
reliable
and
effective
point
of
entry
for
all
matters.
Maintain
lists
of
internal
and
external
contacts
and
liaise
with
them
to
ensure
efficiency
in
the
daily
management
of
workload
and
processes.
Serve
as
first
point
of
contact
for
requests
of
various
nature
directed
to
the
NATO
CIO,
as
well
as
be
prepared
to
receive
and
assist
visitors
of
all
levels
on
behalf
of
the
NATO
CIO.

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.

Financial
Management

Ensure
that
proper
financial
procedures
are
followed.
Prepare
the
necessary
financial
documents,
follow-up
on
activities
to
ensure
that
financial
files
are
correctly
processed
and
maintain
records
of
all
financial
transactions.

Expertise
Development

Proactively
develop
skills
in
areas
such
as
planning
and
organising,
new
technology,
languages,
budget
handling
and
effective
communication.
Liaise
with
other
staff
to
leverage
knowledge.

Perform
any
other
related
duty
as
assigned.

• INTERRELATIONSHIPS

The
incumbent
reports
to
the
Director
of
the
CIO
Office
/
NATO
CIO,
and
maintains
close
working
relationships
with
the
NATO
CIO
deputies,
the
Executive
Officer,
the
Administrative
Officer
and
other
Assistants
throughout
the
Office.
They
may
be
called
upon
to
substitute
for
other
administrative
assistants
of
the
Office
when
they
are
absent.

The
incumbent
also
works
in
close
cooperation
with
the
Office
of
the
Secretary
General
(SG).
They
will
interact
with
senior
members
of
national
delegations
and
partner
missions,
as
well
as
other
NATO
divisions
and
directorates,
the
International
Military
Staff,
strategic
commands,
NATO
agencies,
industrial
representatives
and
conference
members,
and
therefore
must
be
discreet
at
all
times
.

Direct
reports:
N/a

Indirect
reports:
N/a

• COMPETENCIES

The
incumbent
must
demonstrate:

• Clarity
  and
  Accuracy:
  Monitors
  others’
  work
  for
  clarity;
• Customer
  Service
  Orientation:
  Takes
  personal
  responsibility
  for
  correcting
  problems;
• Empathy:
  Reads
  non-verbal
  cues
  and
  understands
  meanings;
• Flexibility:
  Acts
  with
  flexibility;
• Initiative:
  Is
  decisive
  in
  a
  time-sensitive
  situation;
• Organisational
  Awareness:
  Understands
  organisational
  climate
  and
  culture;
  and
• Teamwork:
  Solicits
  inputs
  and
  encourages
  others
• 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.