Governance Support and Document Management Specialist at NATO

Capellen, Brussels-Capital, Luxembourg -

Full Time

Start Date

Immediate

Expiry Date

13 May, 26

Salary

0.0

Posted On

12 Feb, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Governance Support, Document Management, Archiving, Administration, Secretariat Duties, Communication, Time Management, Prioritization, Proofreading, Formatting, Indexing, Stakeholder Management, Liaison, Policy Monitoring, Security Clearance

Industry

IT Services and IT Consulting

Description

1. SUMMARY Within the NATO-Wide Coordination (NWC) Office, the mission of the NATO Support and Procurement Organisation (NSPO) Secretariat is to serve the Chairpersons and national representatives of the NSPO Agency Supervisory Board (ASB), NSPO Multinational Programme Boards (PBs) and their respective subordinate bodies. The NSPO Secretariat advises on and supports nations’ oversight responsibilities and informed decision-making, through close coordination with the executive body, the NATO Support and Procurement Agency (NSPA). Under the direction of the Head of NSPOSecretariat, the incumbent is responsible for executing corporate governance support tasks in support of the NSPO ASB and its subordinate bodies, and for establishing and maintaining an electronic documentation management system for referencing, filing and archiving all NSPO documentation. The position is part of the NSPO Secretariat within the International Staff, NWC Office and is located in Capellen, Luxembourg. 2. QUALIFICATIONS AND EXPERIENCE The incumbent must: • have successfully completed education to the higher secondary level; • have at least 6 years of experience in administration and or secretariat duties; • have experience in document manamement and archiving; • possess excellent written and verbal communication skills; • have excellent time management skills and the ability to prioritise work; and • possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; I (“Beginner”) in the other. The following would be considered an advantage: • experience providing governance and administrative support within an international and multicultural organisation; • experience supporting budget preparation and monitoring. 3. MAIN ACCOUNTABILITIES • Planning and Execution: Prepare initial drafts of NSPO cover notes for the NSPO ASB and its subordinate bodies. Track the status of documents submitted under silence procedure and draft Action Sheets accordingly. Edit, proofread, format and prepare for publication the current versions of ASB-approved NSPO governance documents. Provide general administrative and procedural support to national representatives and NSPA staff by responding to queries and/or supporting relevant meetings. Support the preparation and execution of Board/committee meetings. • Information Management: Maintain and update document trackers to ensure accuracy and traceability. Prepare translations of simple/standard cover notes and Action Sheets. Maintain detailed follow-up mechanisms for outgoing documentation and correspondence. Ensure that files are correctly archived and supported by background briefs. Ensure continuous improvement of documentation processes through formatting, terminology and indexing best practices. • Stakeholder Management: Respond to requests for administrative support from national representatives, NSPA staff and other stakeholders. Liaise relevant stakeholders to obtain documents in consistent, publishable formats and to ensure alignment with NSPO governance. • Expertise Development: Monitor and apply NATO archiving and retention policy standards. Ensure that records of permanent value are identified, preserved and transferred to NATO Archives as required. Represent NSPO at relevant Committee meetings/workshops, maintaining awareness of NATO-wide archiving policy and initiating necessary changes to ensure organisational compliance. Perform any other duty as assigned. 4. INTERRELATIONSHIPS Reporting line: The incumbent works under the direction of the Head of NSPO Secretariat. Interactions: The incumbent will liaise with the NATO Support and Procurement Agency (NSPA) personnel, including the General Manager's Office, the International Staff (IS), Senior Agency staff officers and administrative support staff, national representatives and NATO Military Authorities (NMA) representatives. The incumbent will back up the Governance and Administrative Support Assistant as required. 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 organisational climate and culture. • 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. 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 will execute corporate governance support tasks for the NSPO ASB and its subordinate bodies, including preparing drafts, tracking documents, and supporting meetings. Responsibilities also involve establishing and maintaining an electronic documentation management system for filing and archiving all NSPO documentation.