Senior Coordinator (Protocol and Conference Services)

1. POST CONTEXT
The Protocol and Conference Services Branch is responsible for organizing high-level meetings conferences and official visits involving senior military leaders government officials and distinguished guests at NATOs strategic military headquarters SHAPE. The successful candidate will coordinate the day-to-day operations of the branch manage administrative and workflow processes and support the planning and execution of conferences meetings and VIP engagements. The role requires strong organizational coordination and stakeholder-management skills working closely with military and civilian partners across NATO and member nations.

2. PRINCIPAL DUTIES
The incumbents duties are:
1)Serve as the principal coordination officer for the Protocol and Conference Services Branch ensuring effective support to SHAPE leadership senior staff and official visitors.
2)Plan coordinate and oversee high-level conferences meetings ceremonies and VIP visits both at SHAPE and at external locations ensuring successful delivery of all protocol requirements.
3)Provide expert advice on military diplomatic and organizational protocol matters guiding senior leaders and staff on policy precedence and best practices.
4)Manage branch operations and administration including task management workflow coordination scheduling reporting and staff support activities.
5)Coordinate with NATO headquarters military commands government agencies and external stakeholders to ensure seamless planning and execution of official engagements and visit programmes.
6)Develop implement and improve protocol and conference service policies procedures and business processes across Allied Command Operations (ACO).
7)Manage protocol-related resources and budgets including hospitality funds conference support requirements contracts and relationships with service providers and venues.
8)Act as deputy to the Head of Protocol and Conference Services representing the branch when required and contributing to staff training and professional development initiatives.

3. SPECIAL REQUIREMENTS AND ADDITIONAL DUTIES
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 180 days. The employee may be required to perform a similar range of duties elsewhere within the organization at the same grade without there being any change to the order for the command to deal with emergent requirements the incumbent may be required to perform other related duties as directed; in particular the incumbent can expect to work as an action officer for visits when required to do so to include Chateau and other local off-site events.

The risk of injury is categorised as No risk / risk might increase when deployed.

4. ESSENTIAL QUALIFICATIONS
1. Professional/Experience
in international military and/or civilian customs courtesies rules of etiquette and protocol. Experience in dealing with very senior officers and civilian officials.
managing and scheduling complex programs events major ceremonies and conferences.
organizational and communication skills

2. Education/Training
University Degree and 4 years post related experience or Higher Secondary education and completed advanced vocational training leading to a professional qualification or professional accreditation with 7 years post related case of ambiguity the required job specific experience have priority over the standard education and training levels and experience described here.

3. Language
English - SLP 3333 - (Listening Speaking Reading and Writing)
French - SLP 2222 - (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
experience in a military headquarters and/or international organization.
with NATO military structure

6. COMPETENCIES
1)Excellent interpersonal communication and stakeholder engagement skills with the ability to build effective relationships across military governmental and commercial organizations.
2)Strong diplomatic negotiation and influencing skills with sound judgment and the ability to work confidently with senior leaders and distinguished visitors.
3)Highly organized and detail-oriented with the ability to manage multiple priorities coordinate complex activities and meet demanding deadlines.
4)Proven ability to lead and coordinate teams manage workflows and drive successful outcomes in a fast-paced environment.
5)Strong analytical and problem-solving skills with the ability to make informed decisions and adapt to changing priorities.
6)Excellent written and verbal communication skills including the ability to prepare professional correspondence guidance and briefings.
7)Flexible resilient and service-oriented with the ability to remain effective under pressure and during periods of increased operational activity.
8)Demonstrated initiative creativity and commitment to continuous improvement of processes and services. Professional Contacts: This post requires to establish and maintain constant stakeholder management. The incumbent will be required to maintain established staff level network and to contribute to the CIS Security Accreditation process.

Serving staff members will be offered a contract according to the NATO Civilian Personnel Regulations (NCPR). Newly recruited staff will be offered a definite duration contract of three years normally followed by an indefinite duration contract.

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 members eligibility and which is subject to the withholding of approximately 20% for pension and medical insurance contributions.

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.

Building integrity is a key element of NATOs 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 defense 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.
We believe that all people are capable of great things. Because of this we encourage you to apply even if you do not meet all of the criteria listed within this job description.

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) ( Applications submitted by other means (e.g. mail e-mail fax etc) are not accepted.

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 32 NATO member states can apply for vacancies at SHAPE.
B)Applications are automatically acknowledged within one working day after 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
D)NATO will not accept any phase of the recruitment and selection prepared in whole or in part by means of generative artificial-intelligence (AI) tools including and without limitation to chatbots such as Chat Generative Pre-trained Transformer (Chat GPT) or other language generating tools. NATO reserves the right to screen applications to identify the use of such tools. All applications prepared in whole or in part by means of such generative or creative AI applications may be rejected without further consideration at NATOs sole discretion and NATO reserves the right to take further steps in such cases as appropriate
E)As part of the recruitment process the organization may review publicly available information to assess potential conflicts of interest reputational risks or behaviours inconsistent with the organizations values.