Legal Assistant
JOB DETAIL
1. SUMMARY
The Administrative Tribunal (AT) is an independent body. It is competent to decide any individual dispute brought by a staff member or a member of the retired NATO staff or his or her legal successor, who is affected by a decision, which is allegedly not in compliance with the CPR or the terms of his appointment with the Organization. The AT is composed of five members of different NATO nationalities who are appointed by the NAC. The AT generally conducts oral hearings and renders binding judgments. The AT is served by a Registrar office whose personnel are in the discharge of her/his duties responsible only to the Tribunal.
The incumbent, under the supervision of the AT Registrar, provides assistance related to divisional administrative requirements. S/He ensures the timely preparation of all relevant legal documents and files in accordance with the guidance received. S/He supports the timely and effective organization, scheduling and coordination of relevant meetings, Tribunal’s sessions, events and engages with a variety of stakeholders, both at NATO and externally. S/He supports in the travel management of the office, as directed. S/He contributes to the maintenance, updating and improvement of the Information and Knowledge Management tools and platforms. S/He tracks work responsibilities, team workflow, and taskings. S/He maintains and updates files and archives. S/He assists with the in-processing of new staff members and supports annual budgetary reporting.
S/He conducts legal research in the field of international administrative law and supports with the drafting and analysis of case-related documents.
2. QUALIFICATIONS AND EXPERIENCE
ESSENTIAL
The incumbent must:
- Possess higher secondary education qualification with 4 years post-related experience, OR
- upper vocational training/ post-secondary degree in a discipline relevant for this position with 2 years post-related experience;
- have proven organisation and coordination skills;
- have experience with event and project management;
- have knowledge of or/and experience in legal support duties;
- possess the following minimum levels of NATO’s official languages:English/French V (“Advanced”) in one and II(“Elementary”) in the other;
- have a good working knowledge of standard software applications.
DESIRABLE
The following would be considered an advantage:
- have a degree in law or experience in the field of international administrative law;
- experience of work in a major international organisation or international environment;
- experience working with SharePoint;
- have experience of budgetary and financial support duties;
- be familiar with Enterprise Resource Planning tools;
- knowledge of and/or experience with Information and Knowledge Management (IKM);
- an advanced level in English language.
Expertise Development
Improve own administrative, language and computer skills on a continuous basis. Engage with stakeholders in the areas of budget, finance and HR to become a divisional expert on International Staff administrative procedures. Liaise with others within the Division and beyond to leverage knowledge.
Information Management
Process documents and drafts as required. Keep oneself informed of upcoming activities. Answer enquiries and incoming phone calls and emails and maintain the Tribunal’s agenda. Draft routine memoranda and cover letters as required. File correspondence and documents and administer classified files. Maintain an effective follow-up and/or reminder system for pending actions within the Tribunal. Assist with the day-to-day administration of the Tribunal. Finalize general correspondence and documents, prepare presentations and create tables of figures. Prepare staff mission and hospitality requests. Organise own workload to ensure the accurate and timely execution of duties.
Knowledge Management
File electronic and paper correspondence and documents paying close attention to version control. Maintain up-to-date databases. Update relevant information portals and divisional sites. Contribute to the continuous improvement of the IKM tools and processes for the unit. Provide constructive suggestions to improve office procedures. Find ways to be faster, better and more effective in managing information and using office tools.
Stakeholder Management
Establish good working relationships with all divisional staff and with relevant stakeholders inside and outside the Organisation. Oversee the organization, scheduling and coordination of relevant meetings, events and engage with a variety of stakeholders, both at NATO and externally.
Project Management
Assist in managing the Tribunal’s sessions and work tasks. Manage schedules and travel, as required. Execute budget transfers and input data in ERP. Produce regular financial summary reports.
Perform any other related duty as assigned.
4. INTERRELATIONSHIPS
The incumbent reports to the AT Registrar. S/He will also regularly interact with the other official of the Organization NATO-wide and external stakeholders.
Direct reports: N/A
Indirect reports: N/A
5. COMPETENCIES
The incumbent must demonstrate:
- Achievement: Works to meet standards.
- Analytical Thinking: Sees basic relationships.
- Clarity and Accuracy: Checks own work.
- Conceptual Thinking: Sees patterns based on life/work experience.
- Customer Service Orientation: Takes personal responsibility for correcting problems.
- Empathy: Reads non-verbal cues and understands meanings.
- Impact and Influence:Takes multiple actions to persuade.
- Initiative: Is decisive in a time-sensitive situation.
- Teamwork: Cooperates.
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.
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.
