1. SUMMARY
NATO’s Public Diplomacy efforts serve a vital function within the Alliance by communicating its purpose and priorities to audiences worldwide. In fulfilling this role, the Public Diplomacy Division (PDD) actively strengthens NATO’s public image, thereby fostering trust in and support for the Alliance. The Division also acts as coordinator for strategic communication activities across all NATO civilian and military bodies and commands.
The Front Office of the PDD is responsible to the Assistant Secretary General (ASG)/Deputy Assistant Secretary General (DASG) for the efficient and effective workflow in the Division. It supports and coordinates the ASG/DASG’s activities in the performance of his/her duties, and orchestrates coordinating efforts between PDD and other NATO entities, internal and external of the Division and NATO HQ.
The Executive Officer (XO) is responsible for ensuring that the workflow of the Division is handled efficiently and effectively. S/He supports the Assistant Secretary General (ASG) and Deputy Assistant Secretary General (DASG) in the efficient and effective management and operation of PDD, as well as by coordinating tasking within the Division, with the NATO Spokesperson, and with other Divisions and is responsible for the preparation of a wide range of documents and correspondence for approval by the ASG.
The XO provides well researched and substantiated advice to the ASG on a wide range of policy and administrative issues and activities. S/He ensures that internal PDD workflow and processes result in the timely delivery of high-quality, fully-staffed products to the Secretary General’s Private Office (PO), relevant committees and other stakeholders.
S/He is the principal point of contact for, and maintains a strong communication and coordination network with, the PO, other International Staff (IS) Divisions and Offices, the International Military Staff (IMS) and other NATO entities
S/He also coordinates cross-divisional issues in support of PDD, including personnel and resource management issues, and ensure implementation of policies within PDD. The XO suggests, plans, organises, and supervises appropriate activities and processes under the authority of the ASG.
The XO provides for effective internal communications between the PDD Front Office and PDD Section Heads and Head of unit. S/He is PDD’s primary interlocutor on the organisation of work with other XOs, Delegations, Administrative Officers and similar officials. As required, the XO will undertake ad hoc assignments and special projects in support of the ASG and the priorities of the Alliance.
2. QUALIFICATIONS AND EXPERIENCE
ESSENTIAL
The incumbent must:
possess a university degree from an institute of recognised standing;
have at least 5 years’ relevant professional experience in progressively responsible positions with a focus on policy, administration, and/or financial management;
possess relevant experience in prioritizing, multitasking and in dealing with a large amount of issues and tasks;
have strong written and oral communication skills, including the ability to draft and edit documents for a senior audience;
have some people management experience;
be flexible and adaptable, and be able to work under pressure;
be conversant with the Alliance’s political and military consultative processes and the key defence and security policy issues on its agenda;
possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; II (“Elementary”) in the other;
DESIRABLE
The following would be considered an advantage:
experience working in a major International Organisation or international environment;
programme and project management expertise in public/private sector environments;
understanding of NATO, its processes and structures;
experience in public relations.
3. MAIN ACCOUNTABILITIES
Planning and Execution
Assist with public information and overall planning matters for the Office and senior PDD management. Lead Front-Office coordination efforts within PDD, with other Divisions, and between the IS and IMS. Participate and give advice toward the shaping of various administrative, Human Resources, and Information, Communication and Technology related matters and integrate them into future strategic plans for the Division.
Expertise Development
Screen and advise on incoming documents for the ASG or DASG, and highlight matters of interest, providing preliminary analysis and advice. Synthesise information from a variety of sources, develop conclusions, and present results to the ASG, DASG, and senior level management in a clear and concise manner. Draft speaking notes and position papers as required.
Project Management
Monitor compliance and progress on all tasks issued by the PO, the ASG, and the DASG. Follow-up to ensure deadlines are met and standards are maintained. Design, plan, organise, and supervise special projects, under the aegis of the ASG or DASG. Take on ad hoc assignments and special projects, including responsibility for issues or tasking that come to ASG/PDD but do not fall under the remit of one of its Sections.
Policy Development
Contribute to the structure and development of policy efforts for the Division. Coordinate internal policy matters and initiatives in collaboration with relevant IS and IMS contacts. Advise the ASG/PDD and DASG/PDD on policy development within the Division as well as throughout NATO, suggesting potential opportunities for collaboration or highlighting areas of overlap.
Stakeholder Management
Serve as a key interlocutor with the Private Office. Represent ASG/PDD at meetings, conferences, and seminars as required. Represent the Division at a senior level with both internal and external stakeholders when directed by the ASG or DASG. Carry out appropriate liaison with the PO, other IS and IMS Divisions, and members of national delegations and other NATO authorities. Collaborate with XOs in other Divisions to determine common approaches to management challenges and best practices as well as adherence to organisational goals. Facilitate dialogue and communicate with stakeholders, resolve issues for the Division, informing staff on a variety of management and development topics. Serve as PDD’s central point of contact for all issues concerning management, workflow and coordination issues for the Division. Seek to ensure that PDD Sections work to meet ASG/PDD and Divisional objectives and assist in coordinating these efforts.
Information Management
Ensure the proper application of NATO procedures and processes. Facilitate and enable inter- and intra- divisional information and data sharing. Identify relevant topics and implement standard methods and regular maintenance to ensure accurate and accessible information.
People Management
Oversee the work of the Administrative Officer and Budget Officer and provides guidance, in direct consultation with DASG PDD. Support the management team in implementing sound and inclusive management principles across PDD, and assist them with the assessment of the performance of the divisional staff overall.
Recommend opportunities to improve staff performance, motivation, development and engagement. Provide in-depth mentoring, coaching and training opportunities and be available to offer guidance at critical moments. Ensure that all staff under her/his responsibility are clear on Organisational, Divisional, Directorate and Section objectives. Provide regular and fair feedback on performance, informally as appropriate and via the HQ Performance Review and Development (PRD) system. Identify possible development and mobility opportunities for team members. Promote integrity, professionalism and accountability through a sound and inclusive leadership culture.
Knowledge Management
Provide content for and bring tasks to management meetings. Review and prepare correspondence, documents, or reports on problems or questions of a human resource or administrative nature on matters with which the Division is concerned, in coordination with the Administrative Officer. Follow-up and report on PDD internal management issues, exchanging information as appropriate. Facilitate information-sharing, with discretion, with a view to transferring knowledge across PDD and with key external interlocutors. Ensure that knowledge is maintained and available.
Organisational Efficiencies
Promote management tools and mechanisms that can help the Division function more transparently, effectively, and efficiently. Develop horizontal and vertical working relationships with other Divisions, Independent Offices and NATO bodies. Assist and advise the ASG and DASG in developing and refining a management vision and work plans for the Division and NATO HQ.
Perform any other related duty as assigned.
4. INTERRELATIONSHIPS
The incumbent will report to the Assistant Secretary General, Public Diplomacy. S/He will also report to the Deputy Assistant Secretary General on all management and administrative related issues. The incumbent will also work closely with Heads of Section and Head of unit, identifying and discussing current needs and likely future developments. S/He will work with NATO IS at all levels and with senior officials from NATO and other bodies. S/He will collaborate with the Private Office on a frequent basis, as directed, and monitor and report on any taskers, PDD-related initiatives, and programme developments.
Direct reports: 2
Indirect reports: 2
5. COMPETENCIES
The incumbent will demonstrate the following competencies:
Achievement: Creates own measures of excellence and improves performance;
Analytical Thinking: Sees multiple relationships;
Clarity and Accuracy: Monitors others’ work for clarity;
Conceptual Thinking: Applies learned concepts;
Customer Service Orientation: Makes things better for the customer, addressing underlying customer needs;
Impact and Influence: Uses indirect influence;
Initiative: Is decisive in a time-sensitive situation;
Teamwork: Solicits inputs and encourages others.
6. CONTRACT
Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years; possibility of renewal for up to three years, during which the incumbent may apply for conversion to an indefinite duration contract.
Contract clause applicable:
In accordance with the contract policy, this is a post in which turnover is desirable for political reasons in order to be able to accommodate the Organisation’s need to carry out its tasks as mandated by the Nations in a changing environment, for example by maintaining the flexibility necessary to shape the Organisation’s skills profile, and to ensure appropriate international diversity.
The maximum period of service foreseen in this post is 6 years. The successful applicant will be offered a 3-year definite duration contract, which may be renewed for a further period of up to 3 years. However, according to the procedure described in the contract policy the incumbent may apply for conversion to an indefinite contract during the period of renewal and no later than one year before the end of 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 also 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.
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:
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.