Administrative Officer
JOB DETAIL
*Pending budget approval*
1. SUMMARY
The Joint Intelligence and Security (JIS) Division, under the leadership of the Assistant Secretary General for Intelligence and Security (ASG I&S), comprises two principal pillars: Intelligence – headed by the Deputy ASG for Intelligence; and the NATO Office of Security (NOS) – headed by the Deputy ASG (DASG) for Security.
Intelligence pillar is responsible for ensuring the situational awareness of the North Atlantic Council (NAC) and the Military Committee (MC), for the analysis of the indications and warnings in support of the NATO Crisis Response System and for the development of intelligence policies and capabilities for NATO. Its functional areas address: intelligence analysis and production, intelligence policy and capability development.
The NOS is responsible for the overall coordination of NATO security among member Nations, NATO civilian and military bodies as well as International Organisations and partner countries. It is also responsible for the security of the NATO Headquarters and its personnel in Brussels and abroad on mission and in satellite offices, and for the protection of the Secretary General. Its functional areas address: personnel, physical, information and industrial security, communication and information systems security (including cyber defence); counter intelligence and counter espionage; threats from terrorism; close protection; security force services; fire and first aid.
The Administrative Officer provides logistical and administrative support to the entirety of the JISD; in particular, by coordinating and ensuring efficient and effective functioning of the human, IT and material resources of the division. The incumbent also provides, together with the Executive Officer, advice and counsel to the ASG/DASG on staff and administrative issues. The incumbent is responsible for ensuring the efficient and effective coordination and execution of divisional administrative tasks as well as for programme/project planning and follow-up. S/He will in particular focus on personnel management.
2. QUALIFICATIONS AND EXPERIENCE
ESSENTIAL
The incumbent must:
- possess a university degree or an equivalent level of qualification from an institute of recognised standing;
- have at least 3 years’ administrative management experience, in particular in implementing personnel management processes and initiatives;
- be computer literate, in particular possess a solid knowledge of MS Office and Enterprise Resource Planning (ERP) tools or similar;
- demonstrate good communication and drafting skills;
- possess experience working in an International Organisation and/or environment;
- 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 working in a national government;
- knowledge of NATO structures, practices and procedures;
- familiarity with security requirements and processes within an international organisation or within a national government;
- familiarity with intelligence production within an international organisation or a national government;
- experience in supporting change management;
- experience in programme and project management;
- recognised certification in one of the project/programme management methodologies (e.g. PRINCE2, PMBOK, MSP);
- a higher level of the second of the official languages of the Organisation.
Planning and Execution
Plan and execute personnel matters for the Division, including contract renewals, recruitment of staff and the implementation of practices relating to the administration of the performance management system. Coordinate requirements for office space, furniture and, information and communication technology management (ICTM). Manage overall administrative procedures for temporary hires, such as VNCs, consultants, temporary staff and interns. Oversee general administrative matters within the Division.
Information Management
Coordinate with the Executive Officer in facilitating efficient and effective intra-divisional information management processes in both paper and electronic formats. Prepare correspondence, documents and reports on matters pertaining to personnel and logistical matters of the division. Ensure relevant personnel matters are shared with divisional leadership directly, or through assigned POCs as necessary. Inform staff of all procedural changes and upcoming projects and subjects of interest in a timely fashion.
Knowledge Management
Direct or support the development and/or maintenance of knowledge management systems for the Division, in close collaboration with the divisional military staff. Maintain or contribute to the correct maintenance of up-to-date databases for the management of tasks, personnel, and processes.
Project Management
Initiate, plan and supervise the execution of projects (e.g. office moves, temporary staff, employee contracts, post description maintenance, and others of a people or space management nature). Contribute to and monitor the implementation of administrative principles and procedures. Provide support to assistants and other administrative staff in the division to enable them to fulfil their tasks and contribute effectively to the functioning of the Division.
Stakeholder Management
Serve as the internal and external central point of contact for all personnel and ICTM related issues affecting the Division. Maintain close contact with POCs and personnel in order to ensure timely and efficient planning and execution of personnel related processes and procedures.
Organisational Efficiencies
Contribute to and monitor the development of personnel, ICTM and administrative requirements in order to enhance efficiency through appropriate processes and procedures. Recommend changes and actively contribute to existing Organizational structure and procedures to maximise use of resources and encourage innovation.
Expertise Development
Advise on, and actively contribute to, the broad range of initiatives undertaken within the Division, as well as by other divisions and offices. Provide guidance related to necessary administrative procedures for the establishment of collaborative projects and programmes.
People Management
Support and provide guidance to the Divisional Assistant. Collaborate and work closely with the Executive Officer in guiding the work of staff in the Division’s Front Offices and encourage administrative best practice across the Division. Support the promotion of sound and inclusive management principles throughout the Division. This will include providing guidance and ensuring timely completion of the Performance Review and Development cycles, as well as identifying development needs, and promoting and advising on training opportunities for staff. Promote integrity, professionalism and accountability through a sound and inclusive leadership culture.
Perform any other related duty as assigned.
4. INTERRELATIONSHIPS
The incumbent reports to the ASG JISD. S/He maintains a close working relationship with the Executive Officer,, DASGs, Section Heads and all members of the Division. In addition, s/he will be required to work closely with other divisions, offices and experts throughout NATO.
Direct Reports: N/A
Indirect report: 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: Adapts to unforeseen situations;
- Initiative: Is decisive in a time-sensitive situation;
- Organisational Awareness: Understands organisational climate and culture;
- Teamwork: Solicits inputs and encourages others.
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
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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.
