Conference Usher at NATO

Brussels, Brussels-Capital, Belgium -

Full Time

Start Date

Immediate

Expiry Date

24 May, 26

Salary

0.0

Posted On

23 Feb, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Room Preparation, Audiovisual, Videoconferencing, Scheduling, Coordination, Microsoft Word, Microsoft Excel, PowerPoint, SharePoint, Protocol Rules, Stakeholder Management, Customer Service, Political Awareness, Training, Professional Appearance

Industry

IT Services and IT Consulting

Description

1. SUMMARY Within the Council Secretariat, the Conference Services include all the components found in established International Organisations for the provision of modern conference services, including bookings, planning and coordination, and the provision of audiovisual and videoconferencing, as well as room preparation. Under the direction of the Senior Usher, the incumbent is responsible for preparing conference rooms according to the schedule of meetings at NATO Headquarters, and supporting high-level events. 2. QUALIFICATIONS AND EXPERIENCE The incumbent must: • have successfully completed secondary education; • have experience of similar services (room usher, hospitality industry, etc); • be familiar with Microsoft tools such as Word and Excel as well as PowerPoint and SharePoint; and • possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; II (“Elementary”) in the other. The following would be considered an advantage: • be familiar with the NATO committees and bodies composing the Organization; and • have experience using Adobe. 3. MAIN ACCOUNTABILITIES • Planning and Execution: Coordinate and work together with the Conference Planning and Audiovisual Infrastructure staff to maintain an updated schedule and program for the event. Regularly update the electronic conference room seating plans. Prepare the conference rooms for meetings ensuring to reflect protocol rules and committee structure and format. Keep the room well organized, clean, and functional. • Stakeholder Management: Take special care to serve high-level clients in a professional and timely fashion. Be available and able to act as a first point of call for conference customers in order to handle basic service requests. • Expertise Development: Keep abreast of political developments with an impact on committee organisation and handling (formats, committee names, International Organisations) to be able to spot anomalies and oversights. Engage in training in line with digitisation and other efficiency efforts. Take particular care to present a professional appearance in line with the service requirements and the Organization. Perform any other related duty as assigned. 4. INTERRELATIONSHIPS Reporting line: The incumbent reports to the Senior Usher on a daily basis. Interactions: The incumbent works and coordinates closely with the Council, Committee and Conference Services staff to understand and meet the customer requirements prior to and after meetings. When required, the incumbent liaises with the cleaning services and caterers. Direct reports: N/a Indirect reports: N/a 5. COMPETENCIES The incumbent must demonstrate: • Achievement: works to meet standards. • Customer Service Orientation: responds appropriately, maintains clear communication. • Flexibility: accepts the need for flexibility. • Initiative: reacts to short-term opportunities or problems. • Self-Control: restrains emotional impulses. • Teamwork: co-operates. 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. 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 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 incumbent is responsible for preparing conference rooms according to the meeting schedule at NATO Headquarters, coordinating with planning and audiovisual staff, and ensuring rooms reflect protocol rules and committee structure. They must also serve high-level clients professionally and act as the first point of contact for basic service requests.