Assistant, Information and Knowledge Management

☞ NATO - OTAN

Vue: 135

Jour de mise à jour: 26-11-2025

Localisation: Brussels Brussels Capital

Catégorie: Finance / Banque / Stock

Industrie:

Type d’emploi: Voltijds

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le contenu du travail

1. SUMMARY

The Emerging Security Challenges (ESC) Division provides a coordinated approach for NATO to the challenges of the 21st century. It serves as the NATO HQ’s focal point for counter-terrorism, cyber, hybrid, energy, climate change, data science, and innovation. The Division also promotes security cooperation through a variety of programmes within NATO, with partner nations and with other international organisations.
The Front Office of the Assistant Secretary General (ASG) is responsible to the ASG for the efficient and effective workflow in the Division, supports and coordinates the ASG’s activities in the performance of his duties, and orchestrates coordinating efforts between ESC and other NATO bodies.
Under the direction of the Executive Officer (XO), the incumbent will carry out the duties of Assistant, Information and Knowledge Management, in the Front Office of the ASG. S/he will assist the XO in creating, enhancing and managing a variety of collaboration tools and capabilities in order to maximise knowledge sharing between the different work strands within the Division and with the rest of the International Staff (IS), as well as other non-NATO stakeholders.

In addition, s/he is accountable for efficiently handling a wide range of support duties of an administrative and organisational nature such as on-boarding of new staff, organising meetings and tasker tracking. S/he might be called upon to replace the Assistant of the ASG regularly and with short notice at times.


2. QUALIFICATIONS AND EXPERIENCE

ESSENTIAL
The incumbent must:
  • have a good general education at least to higher secondary level;
  • have at least 4 years’ experience of administrative or organisational work;
  • have in-depth working knowledge of software applications, in particular collaborative tools and solutions based on Microsoft SharePoint, including techniques for retrieving, processing and presenting information and the ability to learn new IT packages;
  • be detail-oriented and accurate;
  • demonstrate experience in organising conferences and/or programme administration;
  • demonstrate strong oral and written communication skills and the ability to clearly and accurately convey information;
  • possess experience in Information and Knowledge Management (IKM);
  • possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; I (“Beginner”) in the other.

DESIRABLE
The following would be considered an advantage:

• familiarity with NATO and its administrative management procedures, collaborative processes, web portal design/creation;
  • familiarity with the life-cycle management of records;
  • knowledge of document and records management systems, modern office equipment, and their application to document processing and recordkeeping;
  • knowledge of databases and/or content management systems;
  • a higher level in the second official NATO language.


3. MAIN ACCOUNTABILITIES

Knowledge Management
Provide assistance to the Division by maintaining and implementing several Portal sites and other web-based collaboration capabilities, such as Divisional Team Sites and similar share point based projects sites.

Information Management
Update WebPages on the Divisional Portal or on the external Portal. Collect, categorise, and track relevant information required for various tasks and projects. Maintain well-structured electronic filing systems. Take minutes at meetings as necessary.

Planning and Execution
Oversee the information flow into and out of the office including retrieving and organising correspondence/documents (including classified information). Maintain an effective follow-up and/or reminder system for pending actions within the Division. Provide back-up support to the Principal Assistant of the ASG. Assist in the organisation and execution of relevant experts visits, conferences and seminars at the NATO HQ and elsewhere. This includes both administrative arrangements and financial commitments. Organise own workload to ensure the accurate and timely execution of duties and to allow for the successful completion of any additional work.

Stakeholder Management
Liaise and coordinate with numerous project partners, both within NATO (Delegations, International Military Staff (IMS), IS Divisions) and with outside customers. Handle clients’ requests with tact, diplomacy and good judgement.

Expertise Development
Proactively develop skills in areas such as information management, planning and organising, new technology, languages and effective communication. Liaise with other Assistants to leverage knowledge. Keep up to date with NATO financial and administrative procedures relating to conferences/seminars and the relevant IT tools. Act as back-up to other assistants as required.

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.

Project Management
Organize and plan activities related to internal projects/programmes, as directed, within own area of expertise.

Perform any other related duty as necessary.


4. INTERRELATIONSHIPS

The incumbent reports to the Executive Officer and will primarily work as an integral part of the Front Office team. S/he will maintain close working relationships, including on project teams, with other staff and assistants in the ESC Division, as well as throughout the Organization, on a variety of issues supporting day-to-day work.
Direct reports: N/a
Indirect reports: N/a.


5. COMPETENCIES

The incumbent will demonstrate the following competencies:

• 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.


!In order for your application to be taken into consideration, please attach a CV/Resume and Cover Letter.

6. 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 Régulations.
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.
7. 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
Please note that at the time of the interviews, candidates will be asked to provide evidence of their education and professional experience as relevant for this vacancy.
Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate) and approval of the candidate’s medical file by the NATO Medical Adviser.
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).
8. 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.
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Date limite: 10-01-2026

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