Assistant at NATO

Brussels, Brussels-Capital, Belgium -

Full Time

Start Date

Immediate

Expiry Date

19 Jul, 26

Salary

0.0

Posted On

20 Apr, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative support, Organizational skills, MS Office, Sharepoint, MS Teams, Records management, Database management, Meeting coordination, Travel arrangements, Correspondence management, Archiving, Stakeholder management, Time management, Communication skills

Industry

IT Services and IT Consulting

Description

1. SUMMARY The NATO HQ Civilian Staff Committee (CSC) and the Confederation of NATO Civilian Staff Committees (CNCSC) are two statutory bodies whose roles are defined in the NATO Civilian Personnel Regulations (CPRs). These two bodies represent and defend the rights and interests of the staff, locally (NATO HQ CSC) and NATO-wide (CNCSC). Under the supervision of both the NATO HQ CSC Chair and the CNCSC Chair, the Assistant will be accountable for efficiently handling a wide range of support duties of an administrative and organisational nature. The Assistant works 50%25 for the NATO HQ CSC and 50%25 for the CNCSC. 2. QUALIFICATIONS AND EXPERIENCE The incumbent must: • have a good general education at least to higher secondary level; • have at least 4 years' experience of administrative and/or organisational duties; • be proficient in the use of computer software support packages, (E.g., MS Office) and in Sharepoint; • possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; IV (“Upper Intermediate”) in the other. The following would be considered an advantage: • experience in working with the CSC and/or CNCSC; • good knowledge of contemporary archival and records management principles and practices and a good knowledge of creating and maintaining databases; • knowledge of MS Teams. 3. MAIN ACCOUNTABILITIES Planning and Execution: Assist with the day-to-day administration arranging travel and meetings, including programmes and conferences. Provide constructive suggestions to improve ways of working. Information Management: Collect, categorise, track and channel relevant information required for various tasks and projects. Handle correspondence. Prepare and format documents for meetings and publications. Maintain summarized meeting minutes, track action items and decisions under supervision of the CNCSC Chair. Maintain an effective system for tracking and/or reminding outstanding actions. Maintain electronic archiving system. Keep the NATO HQ CSC and CNCSC websites up to date. Stakeholder Management: Be the point of contact for initial requests of varying nature. Direct requests to the person in charge and ensure the follow-up. Maintain all lists of internal and external contacts. Manage with discretion and tact sensitive cases and information. Perform any other related duty as assigned. 4. INTERRELATIONSHIPS Reporting line: The incumbent reports to both the NATO HQ CSC Chair and the CNCSC Chair. Interactions: The incumbent interacts with the staff across the NATO HQ. For the CNCSC, the incumbent also interacts with CNCSC working groups and representatives of all local CSCs. 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. • Organizational Awareness: understands the Organization’s structure. • Teamwork: expresses positive attitudes and expectations of team or team members. 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 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. 7. 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. When submitting your application, please ensure that your Taleo Candidate Profile is updated and that your CV is correctly uploaded in the Taleo attachments section. 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 reference documents without proper quotes (plagiarism), or any tools available on internet, including but not limited to translation facilities, or generative artificial-intelligence (AI) 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 tools will be rejected without further consideration, and NATO reserves the right to take further steps in such cases as appropriate. 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. NATO is committed to fostering an inclusive and accessible working environment, where all candidates living with disabilities can fully participate in the recruitment and selection process. If you require reasonable accommodation, please inform us during your selection process. Candidates will be required to provide documented medical evidence to support their request for accommodation. 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. NATO does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. For more info please click here.

Responsibilities

The Assistant provides administrative and organizational support to the NATO HQ Civilian Staff Committee and the Confederation of NATO Civilian Staff Committees. Responsibilities include managing correspondence, coordinating meetings and travel, maintaining records, and acting as a point of contact for stakeholders.