Staff Assistant (Administration and Research)
JOB DETAIL
1. POST CONTEXT
Supreme Headquarters Allied Powers Europe (SHAPE) provides an integrated Strategic Effects framework, employing a multi-domain and multi-region focus to create a 360-degree approach, with the flexibility to enable, upon direction, a seamless transition from Baseline Activities and Current Operations (BACO) up to the Maximum Level of Effort (MLE). SHAPE supports SACEUR in fulfilling his terms of reference, as directed by the North Atlantic Council.
The Command Group (CG) provides and sustains strategic level command and control capabilities to support SACEUR in exercising his command functions.
The Office of the Chief of Staff (OCOS) provides full spectrum support to COS/Vice-COS in fulfilling their duties.
The Office of the Historical Advisor serves as ACO’s strategic historical research and advisory entity and is responsible for serving as the institutional memory of plans, operations and decisions within SHAPE and ACO.
SHAPE is the Strategic Headquarters for Allied Command Operations. COMMAND GROUP is to provide and sustain command and control capabilities in terms of support, coordination, management administrative service and specialists’ advice to SACEUR, DSACEUR and COS in order to meet the HQ’s mission.
As part of the Command Group, The Office of the Historical Advisor serves as ACO’s strategic historical research and advisory entity and is responsible for serving as the institutional memory of plans, operations and decisions within SHAPE and ACO. HIS provides advice to the SHAPE Command Group and ACO Commanders on own initiative and in response to tasking on the whole range of historical issues and historical aspects of current issues. HIS provides expertise on matters of historical aspects in the context of strategic high-level meetings, conferences, exercises, lessons learned and other decision-making. The head of the office fulfils the function of special Command Group advisor with direct access to ACO Commanders.
2. PRINCIPAL DUTIES
The incumbent’s duties are:
1) Digital Transformation
– Support the Chief Historian and Historian in implementing digital tools to align COS HIS archives holdings management instruments with NATO 2030 Enterprise Vision:
i. Liaise with NCIA and other providers to prepare for the NATO 2030-funded implementation of a new archiving digital tool;
ii. Act as main point of contact for the post-implementation management of the digital tool;
iii. Advice on optimum cataloguing and search capability, networked accessibility, and long term preservation of over 400,000 SHAPE historical records, as well as transferability and accessibility to all ACO HQ and NATO HQ archives.
iv. Resume the digitisation of physical holdings (paper, microfilms, taped video and audio files).
2) Archives management
– Working with the SHAPE Archivist, NATO Archivist and COS HIS Historian:
i. Conduct systematic review to identify the SHAPE documents that qualify for Downgrading, Declassification, Disclosure or Disposal (D4);
ii. In chronological order, organize and catalogue all documents that will approach 30-year thresholds (1992-1999);
iii. Organize, catalogue, and determine historical significance of all documents that qualify for D4; downgrading, declassification and public disclosure;
iv. Select all documents of historical significance for D4 action for each document;
v. Prepare reports on selected records of historical significance for SHAPE and for NATO Archive Committee and Nations;
vi. Be prepared to conduct specific search and selection for review of NATO records in support of Ad Hoc review requests (outside of chronological 30 year thresholds) coming from Nations or NATO authorities.
3) Research and Support
– Support the Chief Historian and the Historian:
i. Carry out the clerical and administrative functions of the office, responds to routine requests for historical information, and assists the research of the historians on more complex subjects;
ii. Conducts historical research by retrieving documents and related information from SHAPE Central Records, divisional holdings, or Historical Office digital holdings, physical files and microfilms;
iii. Creates and manages Taskers as directed by the Chief Historian and the Historian.
4) Administrative Support
– Collects and distributes all incoming and outgoing mail, and prints correspondence received over the NATO SECRET Local Area Network;
– Files, reproduces, and routes documents; maintains the office’s administrative and historical files; both in physical holdings and digital database (document management system);
– Arranges appointments, answers incoming calls, and makes outgoing calls;
– Coordinates Historical Office travel and transportation requirements; submits engineering, photographic, furniture, office
3. SPECIAL REQUIREMENTS AND ADDITIONAL DUTIES
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 TDY assignments both within NATO’s boundaries and be willing to work unsocial hours. These will be restricted to NATO HQ or NATO JFC locations
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
4. ESSENTIAL QUALIFICATIONS
1. Professional/Experience
1) A university degree in History or Achives Management
2) Two years professional experience in archives management in IO or military HQ.
3) Experience in historical research in an academic environment or IO, particularly using history documentary sources.
4) Appreciation of the importance of NATO historical records management and knowledge of digital tools for document management to assist in Digital Transformation within NATO 2030.
2. Education/Training
Secondary education and basic training for specific task related skills, with 2 years experience.
3. Language
English SPL 3333 (Listening, Speaking, Reading and Writing)
NOTE: The work both oral and written in this post and in this Headquarters as a whole is conducted mainly in English.
5. DESIRABLE QUALIFICATIONS
1. Professional/Experience
1) Previous experience in a NATO HQ handling and managing classified documents
2) Knowledge of NATO and Cold War history and methods for downgrading, declassification, and public disclosure of NATO historical documents for public use.
2. Education/Training
1) Masters in Military History or Archives Management
6. ATTRIBUTES/COMPETENCIES
1) Personal Attributes: The Staff Assistant must be able to work with minimal direction to a specific timeline. Sound judgement and decision-making is required. An appreciation for historical records, and the context surrounding historical records production and management is essential. The Staff Assistant must also be able to work in close cooperation with SHAPE Chief Historian, Historian, and Archivist, SHAPE MGT IKM, NCIA, NATO Archivist, and NATO IMS IKM POCs.
2) Professional Contacts: SHAPE MGT IKM, NCIA, ACO Archivists, NATO Archivists.
3) Contribution To Objectives: Delivers progress on the implementation of a critical archiving digital tool that will 1. Provide COS HIS with streamlined access to archives management, which in turn will maximize advisory outputs delivery to SHAPE CG and ACO Commanders thus contributing to NATO 2030 Readiness and Military Thinking & Command objectives; 2. Meet NATO 2030 requirements on information sharing through digital innovation (expansion of a common digital platform across ACO); and 3. Contribute to meeting expectations of NATO Nations concerning declassification and public release of SHAPE-originated archives.
7. CONTRACT
The successful candidate will fill this post as a Project Related NATO International Civilian (PLN) with a three-year definite duration contract within the NATO 2030 Agenda. On expiry of this term the PLN will be deleted or absorbed into the ceiling pending approval or will exceptionally be considered for extension.
The salary will be the basic entry-level monthly salary defined by the NATO Grade of the post, 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.
Applicants who prove to be competent for the post but who are not successful in this competition may be offered an appointment in another post of a similar nature, which might become vacant in the near future, albeit at the same or lower grade, provided they meet the necessary requirements.
ADDITIONAL INFORMATION
Applications are to be submitted using NATO Talent Acquisition Platform (NTAP)(https://nato.taleo.net/careersection/2/jobsearch.ftl?lang-en) Applications submitted by other means (e.g. mail, e-mail, fax, etc) are not accepted.
More information to be found on these links:
NTAP allows adding attachments. A copy of the qualification/certificate covering the highest level of education required by the job description must be provided as an attachment.
Essential information must be included in the application form. Particular attention should be given to Education and Experience section of the application form. The application should be in English.
Shortlisted candidates will be requested to provide original documentary evidence and a set of copies supporting statements in their applications.
After submitting your application, you will receive an acknowledgement of receipt of your application.
Remarks:
A) Only nationals from the 31 NATO member states can apply for vacancies at SHAPE.
B) Applications are automatically acknowledged within one working day after submission. In the absence of an acknowledgement please make sure the submission process is completed, or, re-submit the application.
C) Candidates’ individual telephone, e-mail or telefax enquiries cannot be dealt with. All candidates will receive an answer indicating the outcome of their application.
