Executive Officer at NATO

, , -

Full Time

Start Date

Immediate

Expiry Date

15 Jan, 26

Salary

0.0

Posted On

17 Oct, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Policy Management, Administration, Financial Management, Communication Skills, Team Management, Microsoft Office, Microsoft SharePoint, NATO Knowledge, Project Management, Analytical Thinking, Stakeholder Management, Information Management, Organizational Efficiency, Knowledge Management, Flexibility, Drafting Skills

Industry

IT Services and IT Consulting

Description

The publication of this call for interest is organised as a fast track competition open to candidates who already hold a valid NATO personnel security clearance or a valid personnel security clearance (PSC) at the appropriate level issued by the candidate’s parent National Security Authority (NSA) / Designated Security Authority (DSA) or any other competent security authority: this may include NATO International Civilians, temporary staff, consultants, contractors, interns, Voluntary National Contributions (VNCs) and members of Allied National administrations. This particular post requires a security clearance at NATO SECRET level, issued by the candidate’s parent NSA/DSA or competent security authority. When the selected candidate requires a PSC at a level higher than they currently possess, the appropriate upgrade will be requested from the parent NSA/DSA or competent authority. 1. SUMMARY The Defence Industry, Innovation and Armaments Division (D2IA) 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. It leads the development of innovation policies, drives the adoption of emerging and disruptive technologies, and engages with innovation ecosystems in support of NATO’s Capability Targets. The Executive Officer (XO) is primarily responsible for supporting the Assistant Secretary General (ASG) and Deputy Assistant Secretary General (DASG) in the efficient and effective management and operation of D2IA. The XO provides well researched and substantiated advice to the ASG on a wide range of policy and administrative issues and activities. The incumbent ensures that internal D2IA workflow and processes result in the timely delivery of high-quality, fully-staffed products to the Office of the Secretary General (OSG), relevant committees and other stakeholders. The incumbent is the principal point of contact for, and maintains a strong communication and coordination network with, the OSG, other International Staff (IS) Divisions and Offices, the International Military Staff (IMS) and other NATO entities. The XO provides for effective internal communications between the D2IA Divisional Support Section (DSS), the D2IA Front Office (FO) and all D2IA staff. The incumbent is D2IA’s primary interlocutor on the organisation of work with other XOs, Delegations, and similar officials. As required, the XO will undertake ad hoc assignments and special projects in support of the ASG and the priorities of the Alliance. The post requires a sound knowledge of NATO, as well as of management policy and procedures. It also requires flexibility, focussed energy and concise drafting skills. The incumbent must be capable of representing the D2IA Division in dealings with senior NATO staff and national representatives. 2. QUALIFICATIONS AND EXPERIENCE ESSENTIAL The incumbent must: • possess a university degree from an institute of recognised standing or an equivalent level of qualification; • have at least 5 years’ relevant professional experience in progressively responsible positions with a focus on policy, administration and/or financial management; • possess relevant experience in prioritizing, multitasking and in dealing with a large amount of issues and tasks; • have strong written and oral communication skills, including the ability to draft and edit documents for a senior audience; • have proven experience in managing, co-coordinating and engaging a team; • have a good knowledge of various software packages, in particular the Microsoft Office suite and Microsoft SharePoint or similar (training in specific NATO systems will be provided, as necessary); • possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; III (“Intermediate”) in the other. DESIRABLE The following would be considered an advantage: • programme and project management expertise in public/private sector environments; • experience of working in a major international organisation or international environment; • a good understanding of the complex issues relating to defence industrial production, interoperability, and innovation, particularly from a NATO perspective; • knowledge of NATO structure, practices and procedures. 3. MAIN ACCOUNTABILITIES Planning and Execution Oversee day-to-day management of ASG/D2IA’s office and assist with information sharing and overall planning matters for the Office and senior D2IA management. In collaboration with relevant offices, participate and give advice toward the shaping of various administrative, Human Resources (HR) and Information, Communication and Technology (ICT) related matters and integrate them into future strategic plans for the Division. Expertise Development Screen incoming documents for the ASG and highlight matters of interest, providing preliminary analysis and advice. Synthesise information from a variety of sources, develop conclusions and present results to the ASG and senior level management in a clear and concise manner. Draft relevant speaking notes where appropriate. Policy Development Contribute to the structure and development of policy efforts for the Division. Coordinate internal policy matters and initiatives in collaboration with relevant IS and IMS contacts. Advise the ASG/D2IA and DASG/D2IA on policy development within the Division as well as throughout NATO, suggesting potential opportunities for collaboration or highlighting areas of overlap. Stakeholder Management Take onboard the full range of management issues for the Division, in coordination with the OSG and other NATO Divisions, Offices and Agencies as relevant. Represent D2IA at meetings and carry out appropriate liaison with other IS and IMS Divisions, members of delegations and other NATO authorities, in particular with the OSG. Facilitate dialogue and communicate on a daily basis with major stakeholders and resolve issues for the D2IA Division, informing key staff on a variety of management and development issues. Serve as D2IA’s central point of contact for all elements concerning management, workflow and coordination issues for the Division. Information Management Ensure the proper application of NATO procedures and processes within D2IA. Facilitate and enable inter- and intra- divisional information and data sharing. Identify relevant topics and implement standard methods and regular maintenance to ensure accurate and accessible information. Organisational Efficiencies Lead and participate in cross-divisional efforts to develop and determine procedures and regulations that enhance current communication efforts. Develop and/or promote management tools and mechanisms that help D2IA function more effectively and efficiently at the practical level, including through proposing cultural and procedural changes to roles, responsibilities, and processes. Participate in cross-divisional efforts on processes and procedures that improve the overall functioning of NATO. Financial Management Work with the Budget Officer in the timely preparation, execution and follow-up of the D2IA budget allocations in accordance with existing practice and budgeting procedures. People Management Guide and oversee the work of the Assistants in the DSS and the FO. Provide them in-depth mentoring, coaching and training opportunities and provide regular feedback on performance. Be available to offer guidance at critical moments. Support ASG D2IA and the management team in implementing sound and inclusive management principles across the Division, and assist them with the assessment of the performance of the D2IA staff overall. Recommend opportunities to improve staff performance, motivation, development, and engagement. Knowledge Management Provide content for and bring tasks to management meetings. Review and prepare correspondence, documents or reports on problems or questions of a human resource or administrative nature on matters with which the Division is concerned, in coordination with the relevant offices. Follow-up and report on D2IA internal management issues, exchanging information as appropriate. Facilitate information sharing, with discretion, with a view to transferring knowledge across D2IA and with key external interlocutors. Ensure that knowledge is maintained and available. Project Management Monitor compliance and progress of all tasks issued by the OSG, the ASG and the DASG. Follow-up to ensure deadlines are met and proper directions are obtained. Perform any other related duty as assigned. 4. INTERRELATIONSHIPS The incumbent reports to the Assistant Secretary General of the D2IA Division and works closely with the Deputy Assistant Secretary General of the Division, the Directors, and the Section/Unit Heads, identifying and discussing needs and current developments, with the Budget Officer on budget related matters, and with relevant offices on HR and ICT related matters. The incumbent communicates and exchanges information on a regular basis with NATO IS at all levels, as well as the IMS and NATO Agencies, especially with senior NATO and national officials. The incumbent also collaborates with the Office of the Secretary General on a frequent basis, as directed, and monitor and report on any taskers, D2IA related initiatives and programme developments. Direct reports: 3 Indirect reports: N/a 5. COMPETENCIES The incumbent must demonstrate: • Achievement: Creates own measures of excellence and improves performance; • Analytical Thinking: Sees multiple relationships; • Clarity and Accuracy: Ensures clarity and accuracy in divisional outputs and deliverables; • Conceptual Thinking: Applies learned concepts; • Customer Service Orientation: Makes things better for the customer, addressing underlying customer needs; • Impact and Influence: Uses indirect influence; • Initiative: Is decisive in a time-sensitive situation; proactively identifies topics for improvement and proposes solutions • 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; possibility of renewal for up to three years, during which the incumbent may apply for conversion to an indefinite duration contract. Contract clause applicable: In accordance with the contract policy, this is a post in which turnover is desirable for political reasons in order to be able to accommodate the Organisation's need to carry out its tasks as mandated by the Nations in a changing environment, for example by maintaining the flexibility necessary to shape the Organisation's skills profile, and to ensure appropriate international diversity. The maximum period of service foreseen in this post is 6 years. The successful applicant will be offered a 3-year definite duration contract, which may be renewed for a further period of up to 3 years. However, according to the procedure described in the contract policy the incumbent may apply for conversion to an indefinite contract during the period of renewal and no later than one year before the end of 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 also 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 Régulations. 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 Executive Officer supports the Assistant Secretary General and Deputy Assistant Secretary General in managing the Defence Industry, Innovation and Armaments Division. They ensure effective communication and coordination within the division and with external stakeholders, while overseeing workflow and internal processes.