Coordinator, Information and Knowledge Management
Brussels, Belgium
JOB DETAIL
1. SUMMARY
Within NATO’s International Staff (IS), the Executive Management (EM) Division has the lead role in the overall management of the NATO HQ. Within EM, Information Communication and Technology Management (ICTM) is a Directorate that provides support in the areas of Information, Communications and Technology Management to the North Atlantic Council (NAC), to the NATO Committee structure and its subordinate groups, and to the NATO HQ staff. Part of the ICTM directorate is the Archives and Information Management (AIM) Service.
AIM ensures the accessibility, availability and integrity of all official information produced by the NAC, its Committees and the IS. AIM supports the IS Information and Knowledge Management (IKM) Strategy by providing a coherent and effective IKM framework consisting of tools, procedures and best practices to ensure the efficient flow of information and knowledge, in order to enable IS decision making and tasking.
The Coordinator, IKM provides IKM support to an IS Division. Under the supervision of the Head, IKM Services, s/he organises, processes and registers digital information of a dedicated Division, provides procedural and tools support, as well as hands-on IKM training and reference services for staff. S/he is part of the IS IKM Network, which gathers and consolidates IKM needs across the IS. The incumbent is situated within a dedicated Division, while organizationally belonging to AIM.
S/he also carries out other information and knowledge management tasks within AIM when required.
2. QUALIFICATIONS AND EXPERIENCE
ESSENTIAL
The incumbent must:
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have a good general education at least to secondary level;
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have at least 4 years’ of experience in a relevant area for the position;
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have extensive experience in the area of information and knowledge management;
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have experience with ICT systems, modern office equipment, office software packages, including SharePoint, and their application to document processing and recordkeeping;
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have proven experience in managing information and knowledge throughout its life-cycle;
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have experience in IKM tools, such as document and records management systems;
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demonstrate strong drive for teamwork, customer service attitude, and flexibility;
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have the capacity to learn and adapt to a fast-pace environment;
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demonstrate proactivity and multi-tasking skills;
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be able to prioritise a wide-range of competing demands, from various customers (including senior officials) and provide high-quality service;
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possess the following minimum levels of NATO’s official languages (English/French) V (“Advanced”) in one; II (“Elementary”) in the other.
DESIRABLE
The following would be considered an advantage:
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professional training or experience in information/records or knowledge sciences;
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have working knowledge of software applications, in particular collaborative (i.e. SharePoint) and tasking tools and solutions, including techniques for retrieving, processing and presenting information;
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have knowledge and experience of international best practices and standards in the field of information and knowledge management;
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experience from an international organization, a national administration or the armed forces.
3. MAIN ACCOUNTABILITIES
Planning and Execution
Provide IKM support to staff within the division in accordance with IKM procedures and guidelines. Implement information and knowledge management best practices, in particular those pertaining to tools, information and knowledge organisation, accessibility, exploitation division and flow.
Information Management
Process digital divisional and committee documents, correspondence and other information in accordance with the applicable procedures and guidance in a timely and efficient manner. Provide procedural and IKM tools support (such as: tools for managing taskers; collaboration; and document and records management) to staff in the division. Organise and present divisional information accurately. Register and distribute digitally the final copies of official documents correctly and in a timely manner. Ensure that information and knowledge is captured and systems are in place for information to be shared in the context of staff changes.
Project Management
Provide hands-on education, and advice on IKM procedures, processes and tools to divisional staff. Guide newcomers of a division in IKM best practices and support departing staff in preserving and transferring the information and knowledge generated by them. Respond to requests for information and knowledge and conduct research for divisional staff.
Knowledge Management
Provide information and knowledge to the division and/or to the IKM network when required. Through the IKM Network contribute to the development and maintenance of existing and new IKM systems, processes and tools. Provide functional configuration support, in line with IKM guidance, for divisional collaborative tools and knowledge platforms to enhance the sharing of information and knowledge across the division. Produce and present relevant reports and statistics.
Stakeholder Management
Be the point of contact for IKM enquiries within the division. Advise accurately and educate the divisional staff on the use of IKM tools, procedures and available services. Coordinate with other IKM Coordinators and Assistants through the IKM Network and collaborate with ICTM on technical requirements for the set-up and functional configuration of IKM tools within the Division.
Expertise Development
Keep abreast of the developments in the area of IKM tools, processes and procedures. proactively develop knowledge and skill in areas of information and knowledge management, and IKM tools., Liaise with other IKM staff within the IS and across the NATO Enterprise to leverage knowledge. Provide constructive suggestions to effectively and efficiently leverage the existing IKM tools and procedures. Find ways to be faster, better, customer friendly and effective in managing information and knowledge, as well as using IKM tools. Promote the development and exchange of IKM best practices;
Perform any other related duty as assigned.
4. INTERRELATIONSHIPS
The incumbent reports to the Head, IKM Services and is responsible to her/him for the performance of all major responsibilities outlined above and other associated responsibilities as may develop. S/he supports the staff of a IS division. In this capacity S/he works closely with all staff of the assigned division, in particular with the Executive and Administrative Officer and assistants of a division. S/he works closely with colleagues in the IKM Network while also maintaining a close working relationship with other members of AIM. S/he likewise maintains a close working relationship with ICTM staff and the front offices of the division.
Direct reports: N/a
Indirect reports: N/a
5. COMPETENCIES
The incumbent must demonstrate:
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Clarity and Accuracy: Checks own work;
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Customer Service Orientation: Takes personal responsibility for correcting problems;
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Empathy: Listens actively;
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Flexibility: Acts with flexibility;
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Initiative: Is decisive in a time-sensitive situation;
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Organisational Awareness: Understands the organization’s structure;
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Teamwork: Expresses positive attitudes and expectations for team or team members.
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.
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 Régulations.
NOTE: Irrespective of previous qualifications and experience, candidates for twin-graded posts will be appointed at the lower grade. Advancement to the higher grade is not automatic, and will not normally take place during the first three years of service in the post.
Under specific circumstances, serving staff members may be appointed directly to the higher grade, and a period of three years might be reduced by up to twenty four months for external candidates. These circumstances are described in the IS directive on twin-graded posts.
7. 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:
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For NATO civilian staff members only: please apply via the internal recruitment portal (link);
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For all other applications: www.nato.int/recruitment
Please note that at the time of the interviews, candidates will be asked to provide evidence of their education and professional experience as relevant for this vacancy.
Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate) and approval of the candidate’s medical file by the NATO Medical Adviser.
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).
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.
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.
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