Principal Assistant

☞ NATO - OTAN

Visualizza: 150

Giorno di aggiornamento: 16-11-2025

Località: Brussels Brussels Capital

Categoria: IT - Software IT - Hardware / Reti Tecnologie dell’informazione

Industria: Openbaar bestuur

Tipo di lavoro: Voltijds

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Contenuto del lavoro

1. SUMMARY

The Joint Intelligence and Security Division (JISD), under the leadership of the Assistant Secretary General (ASG) for Intelligence and Security, comprises two principal pillars: Intelligence headed by the Deputy ASG for Intelligence; and the NATO Office of Security (NOS) headed by the Deputy ASG for Security (DASG-S) / Director NOS.

The NOS is responsible for the overall coordination of NATO security among member Nations, NATO civil and military bodies as well as International Organizations and partner countries with which NATO cooperates. It is also responsible for the security of the NATO Headquarters and its personnel in Brussels, for the protection of the Secretary General and for the security and safety of its personnel in and on missions abroad. The NOS comprises the Office of the Director, the Security Intelligence Branch (SIB), the Security and Policy Oversight Branch, the Protective Security and Emergency Services Branch and the Close Protection Unit.

The Security Intelligence Branch (SIB) is responsible for NATO HQ personnel security, notably when on duty travel or at NATO Satellite Offices, and counter-Intelligence policy and strategy. The Personnel Security Section (PSS) is responsible for managing the security clearances for International Staff and other civilian employees working at NATO HQ, and for monitoring subsequent developments.

The incumbent will carry out the duties of Principal Assistant in the Personnel Security office. S/he is accountable for efficiently handling a wide range of support duties of an administrative and organisational nature relating to personnel security clearances.

2. QUALIFICATIONS AND EXPERIENCE

ESSENTIAL
The incumbent must:
• have a good general education at least to higher secondary level ;
  • have at least 6 years’ experience of organisational and administrative duties;
  • have a demonstrated track record of delivering high quality service to customers;
  • have familiarity with various software packages, in particular the Microsoft Office suite or similar;
  • have the ability to demonstrate at least one additional skill, e.g.: in-depth working knowledge of PC software applications; experience in organising conferences or programme administration; or working knowledge of an additional language of a NATO member nation;
  • 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:
• an understanding of NATO and national security clearance procedures and policies.
  • practical work experience in an International Organisation or a national administration;

3. MAIN ACCOUNTABILITIES

Planning and Execution
Assist with day-to-day administration. Assist with processing security clearance applications and renewals. Organise own workload to ensure the accurate and timely execution of duties. Supervise activities as directed and ensure delivery.

Information Management
Answer enquiries and incoming calls. Draft memoranda and cover letters to documents. Type and format all kinds of documents, including tables of figures requiring careful presentation using the standard software packages used by NATO (Word, Excel, PowerPoint). Take minutes at meetings as necessary. Oversee the correspondence flow into and out of the office including retrieving and organising documents (including classified information). Maintain an effective follow-up and/or reminder system for pending actions within the Section, especially those related to security clearance applications and renewals.

Knowledge Management
Collect, categorise, and track relevant information required for various tasks and projects, especially those related to security clearance applications and renewals. Maintain well-structured databases and paper filing systems to ensure quality and relevance of input to the knowledge management systems.

Stakeholder Management
Liaise with security points of contact to ensure efficiency in daily management of workload and processes. Be the point of contact for initial requests regarding security clearance applications and renewals. Maintain all lists of internal and external contacts.

Expertise Development
Proactively develop skills in areas such as planning and organising, new technology, languages and effective communication. Liaise with other Assistants to leverage knowledge. Contribute to the development of other colleagues in your areas of expertise.

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
Plan, organise and supervise special projects under the aegis of the Personnel Security Officer as directed.
Perform any other related duty as assigned.

4. INTERRELATIONSHIPS

The incumbent reports to the Personnel Security Officer and is under his overall direction. S/he will work closely with others in JISD and other Divisions, most specifically Executive Management (EM) regarding security clearance applications, and national Delegations.
Direct reports: N/a
Indirect reports: N/a

5. COMPETENCIES

The incumbent must demonstrate:
• Clarity and Accuracy: Monitors others work for clarity;
  • Customer Service Orientation: 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;
  • 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’ 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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Scadenza: 31-12-2025

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