1. SUMMARY 

The Defence Investment Division works across NATO, and with partners and international organizations and the defence industry to support the development and adoption of interoperable military capabilities necessary for the Alliance’s ability to undertake the full spectrum of missions and operations.

The Division includes a Strategy Directorate (STR), Armament & Aerospace Capabilities Directorate (A&ACAP) and includes the International Staff element of the NATO HQ C3 Staff (NHQC3S).

The Office of the Assistant Secretary General (ASG) is a small team consisting of the Executive Officer, the Administrative Officer and the Principal Assistant and 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 her/his mandate and orchestrates coordinating efforts between DI and other NATO entities, internal and external of the Division and NATO HQ.

The incumbent will carry out the duties of Principal Assistant to the ASG DI and will coordinate closely with the Executive Officer and the other assistants in the Office of the ASG in order to ensure the smooth and efficient running of the ASG’s outer office. S/he is accountable for efficiently handling a wide range of administrative and organisational support duties for the ASG.

2. QUALIFICATIONS AND EXPERIENCE

ESSENTIAL

The incumbent must: 

• have a good general education at least to higher secondary level;
• have at least 6 years’ previous experience of administrative and organisational duties;
• have experience in performing administrative support services;
• have experience in organising events, conferences or in programme administration;
• have strong written and oral communication skills, including the ability to edit documents;
• possess knowledge of, and experience in budget management;
• have experience liaising with various stakeholders, including ability to maintain effective working relationships;
• have experience in using various software packages, in particular the Microsoft Office suite (Word, Excel, Outlook, PowerPoint, and SharePoint) or similar;
• possess the following minimum levels of NATO’s official languages (English/French): V (Advanced) in one; II (Elementary) in the other.
• be willing to work outside normal office hours at short notice, when requested.

DESIRABLE

The following would be considered an advantage: 

• possess a higher level education degree or certification from a recognised institution in one of the following specialisations: office administration, business administration, finance/accounting or other field related to the position;
• have experience working in the office of a high level official; e.g. managing the calendar and coordinating daily operations of a senior executive’s agenda; organizing travel and visit planning;
• have experience working with NATO, or in the government or defence organization of a NATO member state;

3. MAIN ACCOUNTABILITIES        

Planning and Execution

Plan and organise own workload to respond quickly to changing priorities and ensure the accurate and timely execution of duties. Assist with the day-to-day administration of ASG’s schedule: arrange meetings and handle related details, such as necessary travel arrangements and mission coordination and administrative tasks. Provide administrative support to the ASG and, as required, to officers who report to the ASG. Remain aware of ASG’s priorities and of the process in order to independently arrange meetings for the ASG and determine logistical priorities. Monitor documents submitted to the Office of the ASG. 

Information Management

Answer enquiries and incoming calls from all levels of visitors, staff, country representatives and subject matter experts. Assist the Executive Officer and other assigned staff in the screening and distribution of incoming correspondence to the appropriate Director, Head of Section and/or Action Officer, and coordinate timely response and actions within the Front Office. Draft and produce memoranda and letters. Take notes at staff level meetings and draft reports and decision sheets resulting from these meetings. Type and format all kinds of documents, including tables of figures requiring careful presentation using the standard software packages used by NATO (Word, Excel, PowerPoint). Maintain an effective follow-up and/or reminder system for activities and action required by the ASG.  

Stakeholder Management

Under the coordination of the Executive Officer, works with other Assistants in the Office of the ASG to ensure tasks and responses are completed in a timely manner. Develop and maintain awareness of divisional priorities. Influence the work of assistants throughout DI in order to accomplish tasks and implement consistency in work produced. Maintain all lists of internal and external contacts. Serve as first point of contact for requests of various nature directed to the ASG, as well as be prepared to receive and assist visitors of all levels on behalf of the ASG.   

Financial Management

In preparing ASG specific documentation (e.g. necessary travel arrangements and mission coordination, and representation allowance), ensure that proper financial procedures are followed for the budget, and prepare the necessary financial documents. 

Expertise Development

Study issues and understand protocol that may affect the ASG’s office and take decisions on such issues. Liaise with other Assistants to leverage knowledge. Proactively develop skills in areas such as planning and organising, new technology, in particular, MS Office software, languages and effective communication. 

Project Management

Oversee and monitor the execution of small projects led by ASG and/or provide input to projects led by staff officers. Contribute to developing substance for meetings chaired by ASG DI and Deputy ASG DI.

Knowledge Management

Collect, categorise, and track relevant information required for various tasks and projects. Maintain well-structured paper and electronic filing systems.  

Organizational Efficiencies

Provide constructive suggestions to improve office and divisional procedures. Find ways to be faster, better and more effective in managing information and using office tools.                                    

Perform any other related duty as assigned.

4. INTERRELATIONSHIPS

The incumbent reports to the ASG DI and works closely with the Executive Officer and the staff in the Office of the ASG. S/he maintains a working relationship with other assistants throughout the Division. S/he deals with senior members of Delegations and Partner Missions, Divisions and Directorates, the International Military Staff, Strategic Commands and International Organisations.

Direct Reports: N/a

Indirect Reports: 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: Acts with flexibility.
• Initiative: Is decisive in a time-sensitive situation;
• Organisational Awareness: Understands organisational climate and culture;
• Teamwork: Solicits inputs and encourages others.