Assistant to IBAN Chair at NATO

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Full Time

Start Date

Immediate

Expiry Date

22 Jan, 26

Salary

0.0

Posted On

24 Oct, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Event Organization, Document Management, Communication, Teamwork, Flexibility, Time Management, Data Analysis, Microsoft Office, Language Proficiency, Public Relations, Project Management, Information Management, Customer Service, Problem Solving, Research

Industry

IT Services and IT Consulting

Description

1. SUMMARY The International Board of Auditors for NATO (IBAN) is an independent audit body composed of six members appointed by the North Atlantic Council (Council) from among candidates nominated by the member countries. Board Members are responsible for their work only to the Council. The Board carries out external audits of NATO bodies, assimilated entities and of the NATO Security Investment Programme (NSIP). IBAN’s mandate is to assure the Council and the governments of NATO member countries that funds were used according to authorization and that the financial statements are accurate and give a fair view of NATO’s financial situation. IBAN also evaluates NATO’s activities with regard to their economy, efficiency, and effectiveness. In order to achieve this mandate, IBAN performs 3 types of audits: • Financial audit – an examination of the financial statements of NATO entities to check whether they are true and fair and their funds were properly used in accordance with the regulations in force. • Performance audit – an evaluation of the economy, efficiency, and effectiveness of NATO's activities, operations and programmes. • NSIP financial audit – an examination of a cost statement presenting expenditures for investments projects, relating to, for example, infrastructure, equipment or information and communication systems implemented by NATO Nations or NATO entities. IBAN conducts approximately 30 financial statement audits per year of NATO commands, agencies, benefit plans, and other assimilated entities. IBAN also performs between 50 and 100 audits annually of NSIP cost statements presenting project expenditures incurred. In addition, three or more performance audits are carried out each year. The audit teams travel to NATO and non-NATO nations to carry out their work. The IBAN’s work is guided by the three core values of independence, integrity and professionalism: • Independence: IBAN is solely responsible to the Council for its work. It neither seeks nor receives instructions from any other authority. • Integrity: IBAN conducts its work in a fair, objective, balanced, unbiased, and non-political manner. • Professionalism: IBAN’s work is planned, executed and reported in accordance with international auditing principles and standards. Under the supervision of the Head, Administrative Support Section & Administrative Officer, the incumbent carries out the duties of personal Assistant to the Chair and secretarial support to Board Members of IBAN. The incumbent ensures the organisation of the events, conferences, Board meetings and the effective running of the Chair’s office. In addition, the incumbent is accountable for efficiently handling a wide range of support duties of an administrative and organisational nature which are often conducted autonomously. The incumbent is expected to coordinate and communicate closely with other administrative staff. 2. QUALIFICATIONS AND EXPERIENCE ESSENTIAL The incumbent must: • have a general education at least to higher secondary level or to secondary level complemented by secretarial school; • have a minimum of 6 years' experience in an administrative support role; • possess experience in organising conferences/seminars or programme administration; • have proficiency with various software packages, in particular the Microsoft Office suite or similar; • demonstrate the ability to manage interactions with high level or diplomatic staff inside or outside of the Organization; • demonstrate the ability to work autonomously, manage and prioritise multiple tasks simultaneously; • demonstrate a strong drive for teamwork, flexibility and resilience to changing requirements; • have experience editing, formatting, and drafting official documents; and • possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one and III (“Intermediate”) in the other. DESIRABLE The following would be considered an advantage: • experience in high level public relations work in either a principal or assistant capacity; • an advanced level of English (level V) both oral and written; • experience maintaining and updating collaborative tools; • knowledge of document management/retrieval systems and database software such as MS ACCESS; • experience with using an Enterprise Resource Planning (ERP) tool; • prior experience within an audit or financial team; • a higher level of education. 3. MAIN ACCOUNTABILITIES Planning and Execution Act consistently in the workplace, according to basic values of openness and honesty. Given the specific nature and position of the IBAN, the incumbent will be bound by the specific ethical standards that apply to an external audit body, namely loyalty to the Board and independence that they will commit to defend. Organise own workload to ensure the accurate and timely execution of all duties. Administer the IBAN Chair’s schedule, arrange meetings, related details, and administrative tasks. Administer all arrangements relating to the Chair’s representational activities. Make travel arrangements for the Chair and Board Members as requested and coordinate directly with the Missions Unit. Gather and analyse data and prepare management information reports for the Chair. Organise Board Meetings, related details, and take the minutes. Be responsible for the administrative planning and logistical arrangements of the annual meeting with Supreme Audit Institutions and any other conference/seminar. Support the Board Member responsible for training activities in the planning and organising of the IBAN training programme. 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. Information Management Run the Chair’s office. Supervise the preparation and distribution of the agenda and documents for meetings of the Board. Maintain an effective follow-up and/or reminder system for pending actions regarding the Chair’s office work, as well as a general correspondence log for the Chair’s correspondences. Answer enquiries and incoming calls. Draft various documents for Board meetings. Ensure formatting of the Annual Activity Report and documents prepared by the Board and the Auditors are in accordance with IBAN and NATO standards. Oversee the paper flow into and out of the office including retrieving and organising correspondence/documents (including classified information). Update the external IBAN website Expertise Development Provide guidance and advice pertaining to necessary formatting procedures concerning the Chair’s office reporting matters. Research data on information related to the Chair’s office work as directed. Proactively develop skills in areas such as planning, organization, new technology, languages and effective communication. Liaise with other colleagues to leverage knowledge. Knowledge Management Collect, categorise, and track relevant information required for various tasks and projects. Maintain well-structured paper and electronic filing systems as well as staff records. Stakeholder Management Liaise with International Staff (IS) divisional points of contact and external entities (NATO bodies, Nations, International Organisations, audit institutions, academic institutions) to ensure timely information exchanges between the Board and concerned parties. Be the point of contact for initial requests of various nature. Maintain lists of internal and external contacts for the Chair’s reference and use. Project Management Maintain and update the IBAN external collaborative sites and the IBAN welcome guide. Create appropriate visuals for IBAN communication material according to IBAN new visual identity guidelines. Perform any other related duty as assigned. 4. INTERRELATIONSHIPS The incumbent reports to the Chair of IBAN and to the IBAN Head, Administrative Support Section & Administrative Officer. The incumbent supports the Board Members, Principal Auditor, the Senior Auditors, the Auditors, and serve as an occasional point of contact for staff from the entities audited by IBAN. 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: 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 the Organization's climate and structure; • 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 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. 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. 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 to the IBAN Chair provides personal assistance to the Chair and secretarial support to Board Members, ensuring the effective running of the Chair’s office. Responsibilities include organizing events, managing schedules, and handling a wide range of administrative tasks autonomously.