Portfolio Assistant

工作内容

Primary Location

Belgium-Brussels

NATO Body

NATO International Staff (NATO IS)

Schedule

Full-time

Application Deadline

05-Jan-2025, 10:59:00 PM

Salary (Pay Basis)

3,833.04

Grade

NATO Grade G8-G10

*PENDING BUDGET APPROVAL*

• SUMMARY
  

The Defence Investment (DI) Division is responsible for facilitating the development and adoption of cutting-edge, innovative and interoperable capabilities, critical to ensuring the Alliance’s ability to undertake the full spectrum of missions and operations. Key lines of effort include:

• leading the development of major complex capability programmes in the land, maritime, air and space domains - including on Air and Missile Defence, Alliance Future Surveillance and Control capability (follow on to AWACS), Air Command and Control (Air C2), Joint Intelligence Surveillance and Reconnaissance (JISR) assets and other critical Consultation, Command & Control (C3) networks – and in doing so addressing all policy, political-military, technical and practical aspects;
• leading NATO’s policy and engagements in the aviation domain;
• pursuing interoperability through prioritised standardization efforts, developing with Allies new approaches to operational challenges, supported by a commitment to operational experimentation and innovation;
• leading NATO engagement with Defence Industry and working to ensure the resilience and robustness of the transatlantic Defence Industrial Base;
• maintaining the Alliance’s technological edge through exploring and driving adoption of emerging and disruptive technologies, with a particular focus on autonomous systems;
• facilitating multinational cooperation in capability development through a series of specific initiatives tackling critical capability requirements;
• understanding, adapting to, and pro-actively addressing climate change;
• informing and responding to the Alliance’s evolving capability needs through NATO Defence Planning;
• providing oversight to NATO Agencies involved in capability development and delivery (in particular NATO Communication and Information Agency and NATO Support and Procurement Agency);
• working with a range of key stakeholders within NATO including the Strategic Commands and externally with NATO Partners and relevant international and regional organisations including the EU, as well as with industry and academia.
  

The Strategy Directorate is responsible for providing overall coherence of capability deliverables through policies, plans and links with external stakeholders.

Within the Strategy Directorate, the Capability Delivery Section (CDS) focuses on the delivery of NATO capabilities in the multinational NATO environment working with external governmental, military and industrial stakeholders. The Directorate supports the Conference of National Armaments Directors (CNAD), the senior North Atlantic Council (NAC) body responsible for the promotion of armaments cooperation in the Alliance.

The incumbent’s main responsibility is to efficiently handle the administrative and organisational support for the operation of the materiel standardization portfolio handled by the section. The incumbent carries out the duties of an assistant and acts as Committee Secretary when applicable. The incumbent is accountable for efficiently handling a wide range of support duties of an administrative and organizational nature, including covering the duties of other assistants during temporary absence.

• QUALIFICATIONS AND EXPERIENCE
  

Essential

The incumbent must:

• possess higher secondary education qualification;
• have 4 years of relevant experience in an administrative capacity;
• have strong computer skills or knowledge of standard information technology systems and software (spread sheets, databases), including the use of Microsoft Office;
• have proven organisational and prioritising abilities;
• demonstrate good writing skills;
• possess excellent communication skills;
• possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; II (“Elementary”) in the other;
• be flexible to travel and work outside of normal working hours, when requested.
  

DESIRABLE

The following would be considered an advantage:

• experience in conference organisation and/or programme administration;
• experience of working in an International Organisation or international environment;
• formal project management training.
• MAIN ACCOUNTABILITIES
  

Planning and Execution

Support mainly the Life-cycle Management Group and CNAD Ammunition Safety Group to manage their Standards Portfolio, while providing secretarial support to the groups, including by drafting documents and setting up the meetings/agendas.

Financial Management

Assist with the financial duties related to the Divisions’ programmatic funds and the section’s budget including with ERP related requirements. Ensure that proper financial procedures are followed. Prepare and correctly process financial documents. Maintain records of all financial transactions.

Information Management

Under the guidance of the Head of Section, take notes and minutes at meetings and prepare the agenda, reports and action documentation resulting from these meetings in accordance with NATO administrative procedures. Edit and issue final reports, draft memoranda and cover letters to documents and publications forwarded to national and NATO authorities. Assist in preparation of meetings as appropriate. 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. Assure compliance of originated documents with official NATO templates and formats for section support.

Knowledge Management

Collect, categorize, and track relevant information required for various tasks and projects. Maintain well-structured paper and electronic filing systems. Maintain and update Intranet web-pages.

Stakeholder Management

Liaise with relevant points of contact to ensure efficiency in daily management of workload and processes. Be the point of contact for initial requests of various nature relating to the portfolio and support duties. Maintain all lists of internal and external contacts.

Planning and Execution

Plan, prepare and support the meetings and events and handle related details such as development of agendas and coordination of documents related to the meetings. Provide general and office support as required.

Expertise Development

Proactively develop skills in areas such as planning and organizing, new technology, languages and effective communication. Liaise with other Assistants and the Section’s officers to leverage knowledge.

Organisational Efficiencies

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

Perform any other related duty as assigned.

• INTERRELATIONSHIPS
  

The incumbent reports to the Head of Section and maintains close working relationships with other staff across the Directorate, and contact persons in other Directorates, Divisions, Delegations and International Organisations as required. The incumbent suppors the work of the Defence Investment Division Officers and colleagues and national Delegates attending committees.

Direct reports: N/a

Indirect reports: N/a.

• 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 Organisation’s structure;
• Teamwork: Expresses positive attitudes and expectations of team or team members.
• 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 Regulations.

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.

• USEFUL INFORMATION REGARDING APPLICATION AND 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
  

Before you apply to any position, we encourage you to click here and watch our video providing 6 tips to prepare you for your application and recruitment process.

Do you have questions on the application process in the system and not sure how to proceed? Click here for a video containing the information you need to successfully submit your application on time.

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)

Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate), approval of the candidate’s medical file by the NATO Medical Adviser, verification of your study(ies) and work experience, and the successful completion of the accreditation and notification process by the relevant authorities.

NATO will not accept any phase of the recruitment and selection prepared, in whole or in part, by means of generative artificial-intelligence (AI) tools, including and without limitation to chatbots, such as Chat Generative Pre-trained Transformer (Chat GPT), or other language generating tools. NATO reserves the right to screen applications to identify the use of such tools. All applications prepared, in whole or in part, by means of such generative or creative AI applications may be rejected without further consideration at NATO’s sole discretion, and NATO reserves the right to take further steps in such cases as appropriate.

• 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.