TITLE:             Staff Assistant (Administration)

DIVISION:        Command Group, Office of the Commander

GRADE:          G8(B-3)

SECURITY CLEARANCE: NATO S E C R E T 

Duty Location: Headquarters Allied Joint Force Command Naples, Italy

1.  POST SUMMARY

Headquarters Allied Joint Force Command Naples is a Joint Headquarters, operating at the Operational Level, capable of executing effective command and control over assigned forces in order to achieve Operational effects in an assigned Joint Operating Area.  As a Joint Force Command the relationships with other NATO Command Structure and NATO Force Structure Component Command Headquarters will change between baseline activities, crisis and conflict.  It also provides Joint competencies to assigned NATO Force Structure Headquarters tasked to deploy as Joint Task Force Headquarters

The Command (COM) Group provides and sustains operational level joint command and control capabilities at designated readiness states, so the COM can conduct the full range of assigned military operations throughout the NATO Area of Responsibility (AOR) and beyond.

The Office of the Commander (COM) supports the COM providing operational Command and Control (C2) of forces allocated to Joint Forces Command Naples.

Within the Office of the Commander the incumbent is responsible for providing office and personal staff support to the COM and the office of the COM.

This post reports to: OJS GXGX 0020 – Executive Coordinator – OF-5

2.  DUTIES

The incumbent’s duties within the Office of the Commander (OCOM) are:

–  Responsible for the administration management of COM’s office and for maintaining the workflow schedules.

–  Processes all office correspondence.

–  Ensures that the preparation and handling of all documents for signature by COM are carried out in accordance with appropriate  NATO administrative procedure guidance documents.

–  Takes notes and minutes and keeps records of meetings.

–  Contributes to the tracking process of taskers.

–  Handles all telephone calls and electronic mail of the COM.

–  Maintains COM’s calendar.

– Provides support to Protocol Office in processing all invitations; preparing guest lists, seating plans, coordinating support service and finance for social events hosted by COM.

–  In absence of the Staff Officer (ADC) takes over all his/her daily duties in coordination with the Staff Officer (Coordination).

–  Maintains appropriate links and contacts with NATO and civilian authorities (international, national and local), incl. other personal staffs/executive offices.

–  Acts as OCOM liaison with Protocol Office, and as Assistant Travel Clerk for OCOM.

–  Is responsible for office supplies/stationary.

–  Undertakes work as part of a project team or working group as directed by the COM.

Has financial responsibility for social events and purchases as directed by COM.

The employee may be required to perform a similar range of duties elsewhere within the organisation at the same grade without there being any change to the contract

The incumbent may be required to undertake deployments in support of military operations and exercises, and/or TDY assignments, both within and without NATO boundaries up to 30 days.

The work is normally performed in a Normal NATO office working environment.

Normal Working Conditions apply.

The risk of injury is categorised as: No Risk

3.  QUALIFICATIONS AND EXPERIENCE

Essential Requirements

Secondary education and basic training  for specific task-related skills.

Minimum 2 years of proven professional experience in personal secretarial and administrative role.

Must have an English Standard Language Proficiency level of ““professional” in Listening, Speaking and “functional” in Reading and Writing (SLP 3322 based on NATO standards).

Desirable Requirements

Secretarial Office Management Qualification

NATO Financial System (FINS) Course

Professional experience in a higher administrative/secretarial role (management assistant).

English Standard Language Proficiency level of “professional” in Listening, Speaking, Reading and Writing (SLP 3333 based on NATO standards).

Italian Language knowledge

4.  POSITION AND CANDIDATE PROFILE

Personal attributes

Must have excellent judgement and organisational abilities in order to manage the secretarial and administrative operations of COM’s office. It is a must to be able to work without supervision and to have good interpersonal and communication skills. Requires considerable discretion, tact and diplomacy. Must be able to identify and quickly react to critical situations. Must be flexible, adaptive and should use own judgement and initiative to resolve conflicts. Must be able to work under pressure and to perform duties outside normal working hours.

Professional contacts

Has daily interaction with senior and flag officers, with governmental officials and community representatives at local, national and international levels.

Contribution to the objectives

Provides secretarial and administrative support which is essential to the smooth functioning of the Office of the COM.

5.  CONTRACT 

The successful candidate will receive a three-year definite duration contract which may be followed by an indefinite duration contract.  NATO-serving staff members will be offered a contract in accordance with the NATO Civilian Personnel Regulations (NCPRs). 

The basic entry-level monthly salary for a NATO Grade G8  in Italy is Euro 3598.24 which may be augmented by allowances based on the selected staff member’s eligibility, and which is subject to the withholding of approximately 20% for pension and medical insurance contributions. 

6.  HOW TO APPLY:

1. HQ JFC Naples uses NATO Talent Acquisition Platform (NTAP), TALEO.

In order to apply for this vacancy, please visit the platform at: https://nato.taleo.net/careersection/2/jobsearch.ftl?lang=en, and search for vacancies within the Headquarters of interest.

2. Essential information must be included in the application form. Each question should be answered thoroughly.  Expressions such as “please see attached CV”, or invitations to follow links to personal webpages, are not acceptable, and will be disregarded.  Application forms must be filled out in English.

3. Applications are automatically acknowledged within one working day after submission.  In the absence of an acknowledgment please make sure the submission process is completed, or, re-submit the application.

4. Shortlisted candidates invited to the interview phase, will be requested to provide, where applicable, copies of University diplomas listing the exams sustained, transcripts (that is, list of courses with grades and dates), for all pertinent university and vocational training courses.

5. Candidates’ individual telephone or email enquiries about the submission of their applications cannot be dealt with.  All candidates will receive a message indicating the outcome of their application.

Note that once you create your profile, you will be able to use it on NTAP to apply for other vacancies within NATO.

Employment pre-requisites:

Candidates are invited to submit their applications only if:

· They are nationals of a NATO member country

· They are over 21 and under 60 years of age at the time of taking up their appointments. Appointments of definite duration may be offered to candidates of 60 years of age or more, provided that the expiry date of the contract is not later than the date at which the candidate attains the age of 65.

Additional information:

 A NATO security clearance and approval of the candidate’s medical file by the NATO Medical Advisor are essential conditions for appointment to this post.  Applicants are not required to possess a clearance at the time of applying, but they must be eligible for a clearance.  HQ JFC Naples will take action to obtain the required security clearance from the successful candidates’ national authorities. The selected candidate will be affiliated to the NATO Defined Contribution Pension Scheme (DCPS). For info please visit https://www.nato.int/cps/en/natolive/86790.htm