1. SUMMARY

The Executive Management (EM) Division has the lead role in the overall management of the NATO HQ. The EM Division covers the following directorates: HQ Support and Transformation (EM-HQST), Human Resources (EM-HR) and Information, Communications, and Technology Management (EM-ICTM).

The Front Office of the Assistant Secretary General (ASG) is responsible to the ASG for the efficient and effective workflow in the Division. It supports and coordinates the ASG’s activities in the performance of their duties, and orchestrates coordinating efforts between EM and other NATO entities, internal and external of the Division and NATO HQ.

The Officer, Internal Communications is responsible for the overall NATO HQ internal communications, using the most appropriate formats and channels.

Under the supervision of the Executive Officer, and based on the ASG EM’s strategic vision, the Officer, Internal Communications will identify, plan and execute internal communications activities, including their design and content, building upon the input collected from inside EM as well as from other divisions. The incumbent will have to liaise with different stakeholders, such as the International Staff (IS), International Military Staff (IMS), NATO Agencies, national delegations and other NATO bodies, and capture key messages that will contribute to enhance a NATO wide culture.

2. QUALIFICATIONS AND EXPERIENCE

ESSENTIAL

The incumbent must:

• possess a degree from a university or institute of recognised standing, in a field relevant for the role;
• have at least three years of experience in the design and implementation of communications plans with a focus on internal communications and change management;
• have experience creating and editing both internal written and visual communications: drafting articles, producing videos, establishing layouts and targeting the readership; as well as running a digital signage network;
• have experience with graphics design tools such as Photoshop and InDesign;
• be able to demonstrate excellent writing skills;
• be able to communicate in a compelling manner to influence and shape opinions of a diverse, multicultural stakeholder base;
• be adaptable and prepared to work under pressure and changing circumstances as the communication requirements evolve over time;
• have experience designing and maintaining internal SharePoint information hubs;
• possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; and II (“Elementary”) in the other.

DESIRABLE

The following would be considered an advantage:

• project management experience in relation to internal communications; and
• experience in international relations, political affairs, defence, security, and/or experience in a functional management area such as HR, IT, finance or general services.

3. MAIN ACCOUNTABILITIES

Expertise Development

Develop communications campaigns and provide expert advice to NATO HQ stakeholders on internal communications requirements. Coordinate and collaborate with peers across the IS to ensure consistent and effective internal communications messaging across projects and activities. Apply change management skills, with the capacity to quickly grasp NATO’s political environment and the wider context of NATO’s activities. Develop and deliver internal communications products in support of EM and IS-wide projects, activities and issues.

Information Management

Develop internal communications strategy and relevant ad hoc projects, procedures and products. Apply sound management methods in the development and implementation of communications projects and encourage stakeholders to adhere to common standards and methodologies. Be experienced in the use of different communication channels (video, electronic, print, presentations, and meetings). Distribute approved internal communications products to a wide internal audience via the approved means. Propose new innovative ideas on how to share information across a wider HQ community.

Stakeholder Management

Liaise with stakeholders throughout NATO HQ on internal communications activities and issues. Support, as necessary, the IS, in liaison with the IMS, NATO agencies, and the Staff Association on internal communications. Manage the network of internal communications points of contact to ensure consistency in internal communications activities, and leverage this network to facilitate the implementation of change projects in the domain of internal communications. Proactively and continuously, propose internal communications as a necessary component of all NATO HQ activities and projects. Ensure necessary coordination with PDD Division and the NATO Spokesperson, as required.

Knowledge Management

Contribute to information knowledge management (IKM) development for internal communications across EM and IS-wide. Lead SharePoint content development for EM, ensuring customer-focused content. Produce concise and comprehensive reports for presentation to stakeholders. Identify internal communication needs and dependencies between reform projects and current EM and IS-wide activities and tasks. Track and monitor the implementation of the internal communications projects and activities, based on the approved project plans. Participate in the development and review of planning documents for projects and activities by providing internal communications related inputs.

Policy Development

Contribute expertise to the development of internal communications policies, and ensure projects are consistent with those policies and/or that policies are adapted as required following progress through projects.

Project Management

Propose, plan and manage projects and activities related to current NATO HQ internal communications and outreach to different stakeholder communities. Develop communications collateral and oversee its execution using internal and external resources. Liaise with NATO resources working on internal communications activities and other assigned projects. Provide progress and exception reports on projects and activities.

Organisational Efficiencies

Propose, discuss, and implement as appropriate initiatives to improve the work and expertise of the Division.

Perform any other related duty as assigned.

4. INTERRELATIONSHIPS

The incumbent reports to the Executive Officer, and will have regular exchanges with the ASG EM. The incumbent works in close coordination with others throughout Executive Management Division and across Divisions, as directed. The incumbent will, in coordination with their line manager, direct the work of one or more interns or temporary staff as the responsibilities and workload require.

Direct reports: N/a

Indirect reports: N/a.

5. COMPETENCIES

The incumbent must demonstrate:

• Achievement: Creates own measures of excellence and improves performance;
• Analytical Thinking: Sees multiple relationships;
• Clarity and Accuracy: Monitors others’ work for clarity;
• Conceptual Thinking: Applies learned concepts;
• Customer Service Orientation: Makes things better for the customer, addressing underlying customer needs;
• Impact and Influence: Uses indirect influence;
• Initiative: Is decisive in a time-sensitive situation;
• Teamwork: Solicits inputs and encourages others.