Assistant (Administration)
JOB DETAIL
1. Post CONTEXT/POST SUMMARY:
Supreme Headquarters Allied Powers Europe (SHAPE) provides an integrated Strategic Effects framework, employing a multi-domain and multi-region focus to create a 360-degree approach, with the flexibility to enable, upon direction, a seamless transition from Baseline Activities and Current Operations (BACO) up to the Maximum Level of Effort (MLE). SHAPE supports SACEUR in fulfilling his terms of reference, as directed by the North Atlantic Council.
The Strategic Development and Preparation (SDP) Directorate is responsible for the development, review and maintenance of Strategic Planning, Advanced Planning and Crisis Planning products for ACO; contributes to the development of strategic policy and concepts for ACO; preparation of the NATO Command Structure (NCS) and declared forces for current and future operations across the full spectrum of mission areas; developing Education, Training, Exercise and Evaluation (ETEE) direction and guidance in line with strategic policy; ensuring that forces are prepared in accordance with evaluation criteria; oversees and executes the ACO Lessons Learned (LL) process.
Coordination Officer in Strategic Development and Preparation is responsible for providing direct executive officer support and for overall management/coordination of Strategic Development and Preparation Directorate administrative functions including development and implementation of internal administrative policies and procedures.
2. PRINCIPAL DUTIES
The incumbent’s duties are:
1) Manages and coordinates the Strategic Development and Preparation calendar/sets up meetings/conferences and seminars and coordinates all other related issues for the Office of the SDEV and Coordination Office.
2) Carries out timely distribution of incoming correspondence, messages and e-mail traffic. Ensures compliance of outgoing correspondence with directives, policies, procedures, security and suspense dates
3) Prepares and arranges trips/itineraries and travel orders
4) Creates and manipulates computerised databases for workforce, divisional tasking issues and equipment.
5) Reviews work submitted for DCOS, referring back work and assisting staff officers where necessary
6) Prepares a variety of correspondence, documents, briefings and directives
7) Directorate focal point for electronic workflow procedures, including tasker tracker; document handling system; portal content management; NAFS
8) Responsible for the timely submission of Personnel Efficiency Reports for the whole division
9) Supports the EXO/DCOS in overseeing routine administrative procedures
10) Administers SDEV travel/hospitality funds on behalf of Fund Manager
11) Arranges appointments, correspondence and travel arrangements for DCOS SDEV. Provides advice on protocol matters.
12) Assists in all aspects of administrative management in the Directorate
13) Develops and maintains Divisional Tel Listings/Duty Rosters/Leave Matrixes/Social Rosters/Biographies etc.
3. Special Requirements and Additional Duties
The employee may be required to perform a similar range of duties elsewhere within the organisation at the same grade without there being any change to the contract.
– The incumbent may be required to undertake deployments in support of military operations and exercises, and/or TOY assignments, both within and without NATO boundaries up to 30 days.
The work is normally performed in a Normal NATO office working environment.
Normal Working Conditions apply.
The risk of injury is categorised as: No risk / risk might increase when deployed
4. Essential Qualifications
a. Professional/Experience
1) Minimum 2 years’ experience of secretarial and office work related skills
2) Able to work in a team to support senior leadership in planning, scheduling, and monitoring work to meet time and quality targets
3) Capable of taking initiative and working with minimum supervision, resulting in sound decision-making.
4) Possessing fluid oral and written communication skills, and having the ability to present complex information to both technical and non-technical audiences.
b. Education/Training
Secondary education and basic training for specific task related skills, with 3 years experience.
c. Language
English – SLP 3333 – (Listening, Speaking, Reading and Writing)
French – SLP 3322 – (Listening, speaking, Reading and Writing)
NOTE: The work both oral and written in this post and in this Headquarters as a whole is conducted mainly in English.
5. Desirable Qualification
a. Professional Experience
1) Former Experience in a front office for senior leadership
2) Experience in an assistant role of high-rank personnel that involves an adequate level of contact with customers, suppliers, and partners.
3) Able to create and manipulate computerised databases for workforce, divisional tasking issues and equipment.
4) Broader knowledge of NATO and NATO Command Structure.
6. Attributes/Competencies
1) Personal Attributes: Self-motivation, reliability, a courteous and helpful manner, tact, diplomacy and a sense of teamwork. General guidance is available from the Executive Officer and from the ACO/SHAPE directives, and manuals on administration. The work requires thought and judgement in responding to changes in priorities, deadlines and workloads to met the division’s demands and to carry out the assigned duties mentioned above. Expected to handle, often on his/her own, a variety of situations affecting the responsibilities of the outer office. The incumbent must display sound common sense to decide on when to consult with, or obtain additional guidance from the Executive Officer. In the absence of the Executive Officer, must be capable of using initiative and working with minimum supervision and able to make sound decisions.
2) Professional Contacts: Daily internal contact with SHAPE Command Group, SHAPE Divisions, National Military Representatives and Military Missions, and external contact with national authorities in order to exchange information, to solicit information, and to provide or seek guidance on various issues.
3) Contribution to Objectives: Through the support to the management boards and the support to the Director, the incumbent indirectly contribute to the CMD objectives.
7.CONTRACT
Duration of contract: Serving staff members will be offered a contract according to the NATO Civilian Personnel Regulations (NCPR). Newly recruited staff will be offered a definite duration contract of three years normally followed by an indefinite duration contract.
The salary will be the basic entry-level monthly salary defined by the NATO Grade of the post, which may be augmented by allowances based on the selected staff member’s eligibility, and which is subject to the withholding of approximately 20% for pension and medical insurance contributions.
Applicants who prove to be competent for the post but who are not successful in this competition may be offered an appointment in another post of a similar nature, which might become vacant in the near future, albeit at the same or lower grade, provided they meet the necessary requirements.
8. ADDITIONAL INFORMATION
Applications are to be submitted using NATO Talent Acquisition Platform (NTAP)(https://nato.taleo.net/careersection/2/jobsearch.ftl?lang-en). Applications submitted by other means (e.g. mail, e-mail, fax, etc) are not accepted.
More information to be found on these links:
NTAP allows adding attachments. A copy of the qualification/certificate covering the highest level of education required by the job description must be provided as an attachment.
Essential information must be included in the application form. Particular attention should be given to Education and Experience section of the application form. The application should be in English.
Shortlisted candidates will be requested to provide original documentary evidence and a set of copies supporting statements in their applications.
After submitting your application, you will receive an acknowledgement of receipt of your application.
Remarks:
A) Only nationals from the 31 NATO member states can apply for vacancies at SHAPE.
B) Applications are automatically acknowledged within one working day after submission. In the absence of an acknowledgement please make sure the submission process is completed, or, re-submit the application.
C) Candidates’ individual telephone, e-mail or telefax enquiries cannot be dealt with. All candidates will receive an answer indicating the outcome of their application.
