Assistant

1. SUMMARY

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

The PASP Committee Coordination Team (CCT) is responsible for the coordination of all committees, both chaired solely by PASP and those chaired by other Divisions. In this task, the CCT cooperates with other IS Divisions, as well as with the Conference Services and supporting services. The CCT is also responsible for conducting the final quality control of committees documents provided by PASP and several other Divisions, checking their procedural correctness, ensuring their timely circulation, and monitoring the follow-up to meetings. The CCT is involved in the organization of other events.

The incumbent will carry out the duties of Assistant for the Committee Coordination team and is accountable for efficiently handling a wide range of support duties of an administrative and organisational nature related primarily to NATO Committee meetings. The incumbent will also help with information management tasks, developing and adapting collaboration tools and capabilities in order to maximize knowledge sharing within the Division and across the IS. Additionally, the incumbent will provide administrative support to the Executive Officer and Administrative Officer in the execution of their duties.

2. QUALIFICATIONSANDEXPERIENCE

ESSENTIAL

The incumbent must:

• have a good general education at least to higher secondary level;
• have at least 4 years’ experience of administrative support duties;
• be conversant with various software packages, in particular the Microsoft Office suite;
• have experience within multidisciplinary and multi-cultural environments dealing with a variety of stakeholders;
• have proven organization and coordination skills;
• have previous experience of organizing events;
• have experience of budgetary and financial support duties;
• possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; II (“Elementary”) in the other;
• be able to work outside of normal office hours when needed.

DESIRABLE

The following would be considered an advantage:

• have previous experience of working with an Enterprise Resources Planning (ERP) system;
• have experience of working with SharePoint;
• have experience of working with online communication tools (Webex, MS Teams, etc.);

3.MAINACCOUNTABILITIES

Planning and Execution

Organize, schedule, and follow-up of NATO committee meetings and seminars. Issue agendas, decision sheets and other supporting documents as necessary. Prepare missions as requested. Engage with a variety of stakeholders, both at NATO and externally. Carry out all procedures associated with the Brussels Agreement. Organize own workload to ensure the accurate and timely execution of duties. Provide assistance to the Front Office and other PASP Sections as required by the Divisional manning and workload.

Information Management

Answer enquiries and incoming calls. Draft memoranda and cover letters to documents. Type and format a variety 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 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. Maintain well-structured paper and electronic filing systems. Maintain and implement portal sites and/or other web-based collaboration capabilities such as Divisional Team Sites, Committee Sites etc.

Stakeholder Management

Liaise and coordinate with other parts of PASP Division as well as throughout the International Staff (IS) to ensure efficiency in daily management of workload and processes. Be the point of contact for initial requests of various nature. Maintain all lists of internal and external contacts.

Expertise Development

Proactively develop skills in areas such as planning and organizing, information management, new technology, languages and effective communication. 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.

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.

Perform any other related duty as assigned.

4. INTERRELATIONSHIPS

The incumbent reports to the Director Security Policy and Partnership Directorate, and will support primarily the two committee coordinators within the team, and the Executive Officer and Administrative Officer. S/he will be required to collaborate with the other Assistants throughout PASP and the IS as well as with external contacts and experts as required.

Direct reports: N/a

Indirect reports: N/a

5. 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.