Programme Assistant, Engagements Section
Brussels, Belgium
JOB DETAIL
1. SUMMARY
NATO’s public diplomacy efforts serve a vital function within the Alliance by communicating its purpose and priorities to audiences worldwide. In fulfilling this role, the Public Diplomacy Division (PDD) actively strengthens NATO’s public image, thereby fostering trust in and support for the Alliance. The Division also acts as coordinator for strategic communication activities across all NATO civilian and military bodies and commands.
The Public Diplomacy Division Engagements Section’s principal goals are to strengthen NATO’s public image, foster awareness and understanding of NATO, its values, policies and activities, and ultimately enhance trust in and support for the Alliance. The Section’s strategic outlook is aligned to the NATO Communications Strategy. The Section is committed to building long-term relationships, fostering dialogue and cooperation with relevant audiences in NATO countries and around the world through a combination of people-to-people as well as digital engagement tools. To that effect, the Section engages with opinion leaders, policy makers and professionals as well as online interest groups and young people across NATO member and partner countries. Cooperation themes are guided by NATO’s evolving political agenda, with a focus on the Alliance’s core tasks, i.e. collective defence, crisis management and cooperative security.
The incumbent will carry out the duties of Programme Assistant in the Section. S/he is accountable for a wide range of support duties of an administrative and organizational nature. In particular s/he will work with Programme Officers in planning and executing a broad range of Public Diplomacy projects in NATO Nations, partner countries or at NATO Headquarters.
2. QUALIFICATIONS AND EXPERIENCE
ESSENTIAL
The incumbent must:
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have a good general education at least to higher secondary level;
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have at least 4 years’ previous experience of administrative and project management support duties;
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have in-depth knowledge of various software packages, in particular the Microsoft Office suite or similar;
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have in-depth knowledge of and/or experience in Digital Communications and Outreach, including production of graphic designs, videos and relevant content;
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have experience in organising conferences and in programme administration;
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possess excellent drafting and proofreading skills and be able to communicate clearly and logically;
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demonstrate knowledge of, and experience in, financial administration(i.e. budget and financial reporting);
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possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; and III (“Intermediate”) in the other.
DESIRABLE
The following would be considered an advantage:
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further educational qualification;
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experience working in an International Organisation and/or international environment;
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experience in Public Diplomacy and related communication matters;
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practical working knowledge of an additional language of a NATO member Nation or partner country;
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experience using an ERP tool.
3.MAIN ACCOUNTABILITIES
Planning and Execution
Assist with the day-to-day running of the office, including preparing regular meetings. Assist the Head of Section and/or the Programme Officers in coordinating the organisation and implementation of briefing programmes and seminars at NATO HQ, including making all the organisational and administrative arrangements including financial commitments for groups visiting the HQ. Liaise and create good working relationships with contacts in institutes and organisations in NATO nations and partner countries as assigned. Assist in the organisation and implementation of special NATO public diplomacy activities and projects, including NATO flagship conferences, seminars, and workshops in NATO member and partner countries. Support Programme Officers in their related activities.
Information Management
Distribute relevant information and documentation to Programme Officers. Administer the schedules of the Officers/Section Head. Answer enquiries emanating from the Private Office, other Divisions, the International Military Staff (IMS) and outside customers and make arrangements for meetings. Draft/edit documents, memoranda, cover letters pertaining to projects and activities. 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). Take minutes at meetings as necessary. Oversee the paper flow into and out of the office including retrieving and organising correspondence/documents/taskers (for either non-classified or classified information).
Knowledge Management
Collect and maintain relevant contact details on visiting groups and country contacts. Liaise with other Assistants and Programme Officers in order to leverage knowledge. Develop electronic and paper documentation in an accurate and timely fashion for the Section to enhance operational capabilities and encourage information exchange.
Maintain records and files of the Engagements Section’s programmes, projects and special public diplomacy activities, including collecting, categorising and tracking relevant information required for various tasks and projects. Contribute to the planning of the Section’s programmes and activities. Ensure that activities, projects and events undertaken and/or supported by the Section – both in terms of planning and implementation – are correctly recorded in the Section’s Activity Tracker.
Stakeholder Management
Maintain good working relations with internal and external contacts, including national delegations, other NATO bodies, such as the NATO Office of Security, as well as providers of services like local transportation companies, hotels and catering firms. Demonstrate tact, diplomacy and good judgment when dealing with clients. Collaborate with colleagues in similar positions to ensure exchange of information and best practice implementation and diagnose potential organisational issues. Coordinate work and relations with the relevant colleagues, to ensure the efficient planning and oversight of all activities, projects or events undertaken and/or supported by the Section.
Financial Management
Ensure that proper financial procedures are followed for all activities requiring funding -sponsored and co-sponsored-, prepare the necessary financial documents, follow up on activities, check final reports/ensure the correct processing of financial files and maintain records of all financial transactions.
Expertise Development
Proactively develop skills in areas such as planning and organising new technology, languages and effective communication. Keep up to date with NATO financial and administrative procedures relating to Public Diplomacy activities.
Organisational Efficiencies
Provide constructive suggestions to improve office procedures, ways to be faster, better and more effective in managing information and using office tools. Act as back-up to other Programme Assistants as required.
Project Management
Work on specific projects as required in order for PDD’s Engagements Section to continuously improve services and deliveries. Commensurate accountability and ownership and help to drive projects/initiatives to completion. Find timely and creative solutions to problems that meet client and organisational needs concerning programmes and projects. When required, coordinate and efficiently handle briefing programmes, many of which have the structure and complexity of small projects, or other projects and initiatives including all associated finances, as assigned.
Perform any other related duty as assigned.
4. INTERRELATIONSHIPS
The incumbent reports to one of the Section’s Programme Officers. S/he maintains a close working relationship with the other staff of the Section, the Financial Unit and other Sections in PDD, as well as with counterparts throughout the Organization, Delegations and Missions.
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 of 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 Regulations.
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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