Principal Assistant

1.SUMMARY

The mission of the Operations Division of the International Staff is to prepare NATO for the defence of Alliance territory, to respond to crises at home and abroad, and to strengthen the capabilities of partners. The Operations Division advances the core tasks of the Alliance (Collective Defence, Crisis Management, Cooperative Security) by providing situational awareness, advance planning, well-exercised and executed crisis response, and outcome-oriented defence and related security cooperation programmes.

The Office of the Assistant Secretary General (ASG) is responsible to the ASG for the efficient and effective workflow for the Operations (OPS) Division, it supports and coordinates the ASG’s activities in the performance of her/his duties, and orchestrates coordinating efforts between the Division and other NATO bodies.

The incumbent will carry out the duties of Principal Assistant to the ASG for OPS and be responsible for the smooth and efficient running of the ASG’s outer office. S/he is accountable for efficiently handling a wide range of administrative and organisational support duties.

2.QUALIFICATIONSANDEXPERIENCE

ESSENTIAL

The incumbent must:

• have a good general education at least to higher secondary level;
• have at least 6 years’ previous experience of administrative support duties;
• be conversant with various software packages, in particular the Microsoft Office suite or similar;
• have experience within multidisciplinary and multi-cultural environments dealing with a variety of stakeholders;
• have proven organization and coordination skills;
• have experience of budgetary and financial support duties;;
• possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; III (“Intermediate”) in the other;;
• be prepared to work outside of normal office hours.

DESIRABLE

The following would be considered an advantage:

• have previous experience of providing administrative support for senior management.

3.MAINACCOUNTABILITIES

Planning and Execution

Organise own workload to ensure the accurate and timely execution of duties. Assist with the day-to-day administration of the ASG’s schedule: arrange meetings and handle related details, such as necessary travel arrangements and mission coordination, and administrative tasks. Administer all arrangements relating to the ASG’s representational activities. Remain aware of ASG priorities and of the process in order to independently arrange meetings for the ASG and to determine logical priorities for the support staff.

Information Management

In charge of document screening and distribution of incoming correspondence to the appropriate Director/Action Officer, and coordinate timely response and actions within the Division. 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). Maintain an effective follow-up and/or reminder system for pending actions within the Section.

Stakeholder Management

Maintain all lists of internal and external contacts. Serve as first point of contact for requests of various nature directed to the ASG, as well as be prepared to receive and assist visitors of all levels on behalf of the ASG.

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.

Expertise Development

Study issues and understand protocol that may affect the ASG’s office and take decisions on such issues. Liaise with other Assistants to leverage knowledge. Proactively develop skills in areas such as planning and organising, new technology, in particular, MS Office software, languages and effective communication.

Knowledge Management

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

Organisational Efficiencies

Provide constructive suggestions to improve office and divisional procedures. Find ways to be faster, better and more effective in managing information and using office tools.

Perform any other related duty as assigned.

4.INTERRELATIONSHIPS

The incumbent reports to the ASG/OPS. S/he coordinates closely with the Executive Officer, Front Office and other Assistants throughout OPS, as well as with the Assistants of other senior officials in the International Staff. S/he deals with senior members of Delegations and Partner Missions, the International Military Staff, Strategic Commands and International Organisations and therefore must be presentable and discreet at all times.

5.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;
• Teamwork: Solicits inputs and encourages others.