Staff Officer (Coordination) at NATO

Brussels, Brussels-Capital, Belgium -

Full Time

Start Date

Immediate

Expiry Date

13 Sep, 26

Salary

0.0

Posted On

15 Jun, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Support, Administrative Coordination, Meeting Planning, Document Management, Stakeholder Engagement, Analytical Reporting, Recruitment Coordination, Resource Management, Information Technology Management, Security Coordination, Multicultural Communication, Time Management

Industry

International Affairs

Description

1. Post Context. The mission of the NATO Science & Technology Organization (STO) is to help position the Nations and NATO’s S&T investments as a strategic enabler of the knowledge and technical advantage for the defence and security posture of NATO and Partner Nations. The Office of the Chief Scientist (OCS) is chartered to provide executive and administrative support to the NATO Chief Scientist in fulfilling his/her roles as the Chair of the NATO Science & Technology Board (STB), the senior scientific advisor at NATO Headquarters (NATO HQ), and Head of the OCS. The STO Executive Coordinator Office (GSS) is responsible for providing direct executive and administrative support, subject matter expertise and advice to the Chief Scientist in all his three chartered roles of STB Chair, senior scientific advisor to NATO leadership and Head of OCS, including the internal and external coordination across the STO and the NATO Enterprise. Further, the GSS is responsible for the management of STB meetings and the handling of STB documents, including the coordination of STB-related matters across the STO. Finally, the GSS supports the Chief Scientist in managing the OCS resources within the NATO HQ context. 2. Principal Duties. The incumbent is responsible for providing executive and administrative support, analyses and advice related to STB meeting planning, procedures and topics to the STO Executive Coordinator and the STB Chair. He/she will contribute to coordination with external key stakeholders, primarily the other STO Executive Bodies, and internally in the OCS for all matters related to the STB. He/she will contribute to STB document management. In addition, the STB Support and Coordination Officer will contribute to coordinating the overall administrative support to the OCS, in particular with regard to administration, staff services, information technology and security issues. As required, the Staff Officer will undertake ad hoc assignments and special projects. In the absence of the STO Executive Coordinator, the incumbent is prepared to replace him/her and perform his/her duties for limited periods of time. In coordination with and guidance of the STO Executive Coordinator, the incumbent is responsible for: • Contributing to and facilitating planning, coordination and execution of STB meetings, and the management of STB documentation. • Assisting in directing the staff support to the STB. • Contributing to and facilitating the staff-level coordination with the other STO Executive Bodies to monitor and follow-up actions deriving from STB decisions and guidance. • Contributing to providing oversight of STB sub-groups and sub-committees to ensure effective and efficient proceedings and secretariat support. • Providing executive and administrative support to the STO Executive Coordinator, in coordination and collaboration, where relevant, with the Assistant Resource Management and Principal Assistant. • Supporting the STO Executive Coordinator in his/her role as STB Secretary and participate at meetings of the STB. Serving as Deputy STB Secretary, as required. • Managing and coordinating administrative and logistic support for STB meetings; in particular the physical arrangements via, when relevant, on-site visits, advising local coordinators on the venue, arrangements and organisation. • Managing and updating the list of STB members, Associate Members, etc., in the STO database. • Drafting and delivering analytical reports and recommendations, on demand, related to STB meeting planning, procedures, topics, and future development to the STO Executive Coordinator and the STB Chair. • Preparing correspondence, documents and reports on matters pertaining to STB business. • Developing and engaging with a network of S&T stakeholders at NATO and national level to facilitate the furthering and coordination of STB business. • Liaising with relevant stakeholders in NATO HQ, such as the Council Secretariat, regarding NATO Committee policies and procedures, including on document management. • Contributing to the coordination of the overall administrative support to the OCS, in particular with regard to administration, staff services, information technology and security issues. Ensure appropriate advice and assistance. Provide functional oversight of the OCS assistants regarding the provision of administrative support to the OCS. • Administering and coordinating recruitments (permanent staff, temporary staff and interns), including liaising with IS/HR, preparing vacancy notices, assisting the hiring manager in preparing the various recruitment steps and acting as secretary of the selection panels. • Managing the contractual aspects for temporary hires. • Providing information on and administering OCS staff training opportunities, and liaising with training services providers. • Coordinating requirements for Information and Knowledge Management (IKM) and Information and Communication Technology Management (ICTM), in close coordination with the Assistant Resource Management, in particular regarding the support to the STB. • Interacting with the providers of Shared Services (including IS/Human Resources and NCIA) at NATO HQ as appropriate, and coordinate and follow-up relevant Memoranda of Understanding and Service Level Agreements for coherence. • Maintaining close contact with colleagues in similar positions to ensure an exchange of information and best practices implementation. • Working on specific projects as required. • Attending other Committees’ meeting, where the incumbent represents the Chief Scientist, the STO Executive Coordinator and the OCS, as directed by the Chief Scientist. 3. Special Requirements and Additional Duties. • Replace the STO Executive Coordinator and perform his/her duties for limited periods of time, as directed. • Serve as OCS Deputy Security Officer. • Performing other related functions, as directed by the Chief Scientist. • The functions involve irregular working hours and frequent travel abroad, including on weekends. 4. Essential Qualifications. a. Professional/Experience. The incumbent must have: • at least 5 years of relevant experience executing similar duties. • have the capacity to learn and adapt to a fast-paced environment. • possess very good organisational multi-tasking and time-management skills. • have excellent communication, drafting and presentation skills. • demonstrated capacity for planning, analysis and the drafting of proposals and ideas. • strong working knowledge of office word processing, spreadsheet, graphics presentations and database software. b. Education/Training. • A degree from a university or institute of recognised standing or an equivalent qualification from a defence/military institution, for example in a scientific, technical, engineering or mathematical discipline. c. Language Requirements. • Very good knowledge of one of the two official NATO languages, English or French (SLP 4444), good knowledge of the other (SLP 3333). The work is mainly conducted in the English language. 5. Desirable Qualifications. a. Professional/Experience • Working experience in an international environment with a demonstrated capacity to work in a multinational and multicultural environment with scientific and military personnel at all levels. This pertains in particular to NATO or comparable organisations. • Knowledge of NATO policies, procedures and working methods. • Knowledge of current international events and their impact on NATO work. • Familiarity with security requirements and processes within an international organisation or within a national government. • Practical management experience in planning, programming and budgeting. b. Education/Training. • A state or university post-graduate degree from a university or institute of recognised standing or an equivalent qualification from a defence/military institution. c. Language Requirements. • Excellent knowledge of both NATO official languages. • Knowledge of other languages. 6. Attributes/Competencies: a. Personal Attributes: • Achievement • Analytical Thinking • Clarity and Accuracy • Conceptual Thinking • Customer Service Orientation • Empathy • Impact and Influence • Initiative • Teamwork b. Managerial Responsibilities: N/A. c. Professional Contacts: The incumbent reports to the STO Executive Coordinator and has by the nature of the post daily interactions with the Chief Scientist, members of the OCS, the other STO Executive Bodies, the national representatives of the STB; and relevant staff elements at NATO HQ. d. Contribution to Objectives: This position contributes to the smooth operation of STB business and thus the governance of the STO, as well as the smooth functioning of the OCS. Direct reports: N/A Indirect reports: N/A. 7. Remarks. None. 8. 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. Contract clause applicable: It has been decided that for technical reasons, turnover is required in this post, and therefore, the maximum period of service in this post is six years. Accordingly, 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. 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. However, the incumbent, if non-seconded, may apply for conversion to an indefinite duration contract during the period of renewal and no later than one year before the end of the contract. Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations. 9. 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. 10. 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 provides executive and administrative support to the NATO Science & Technology Board (STB) and the Office of the Chief Scientist. Key duties include managing STB meetings, coordinating with international stakeholders, and overseeing OCS administrative services and recruitments.