TEMPORARY POST Assistant (Administration)

General Background:

The NATO Communications and Information Systems (CIS) Group conducts CIS operational planning and provides deployed/deployable CIS services and support in support of NATO military operations and exercises. The NATO CIS Group is located at the Supreme Headquarters Allied Powers Europe (SHAPE) the Headquarters of Allied Command Operations (ACO) one of the two major military commands of the North Atlantic Treaty Organisation (NATO).

1. Post Context/Post summary

The NATO Communications and Information Systems (CIS) Group plans deliver and supports NATOs Deployable Communication and Information Systems (DCIS) in order to enable command and control (C2) for NATOs deployed HQs.

The NATO CIS Group HQ Command Group is responsible for decisions directives and strategy to achieve NCISG s mission of ensuring provision of NATO-wide cost-effective interoperable and secure Deployable Communication & Information Systems (DCIS) capability in support of NATO operations and exercises. NCISG CG directs the activities of the NATO Signal Battalions executing that mission.

The Office of the Commander is responsible for exercising command and control over all NATO CIS Group HQ staff NATO Signal Battalions and Deployable CIS Modules and for directing them in providing CIS service provision at deployed locations.

The incumbent in this twinned-post environment is responsible to COM NCISG/DCOS Cyberspace in providing administrative and management assistance in both NCISG and SHAPE DCOS Cyberspace roles.

Duties:

• Provide administrative and organisational support to the Commander NATO CIS Group and Deputy Chief of Staff Cyberspace (COM NCISG/DCOS Cyberspace).

• Initiate organise and prepare meetings and office calls chaired by COM NCISG/DCOS Cyberspace to include:

  • timely and accurate preparation of documentation loading of presentations setting up conference meeting rooms.

  • initiate meetings/office calls to comply with COM NCISG/DCOS Cyberspace preferences and guidance as well as to prepare COM NCISG/DCOS Cyberspace for upcoming meetings /conferences/TDY.

  • approve and schedule requests for meetings/appointments with COM NCISG /DCOS Cyberspace using discretion knowledge of current priorities and requirements.

• Liaise with staff and external organisations for COM NCISG/DCOS Cyberspace and accompanying staff to attend high-level meetings/conferences and visits to NCISG subordinate commands when required.

• Prepare travel plan and administrative paperwork book flights transport and accommodation and collate required documentation for the travelling party when required.

• Facilitate interaction between NATO CIS Group / SHAPE Cyberspace Directorate and other elements in dealing with the COM NCISG/DCOS Cyberspace day-to-day diary organisation.

• Be responsible for protocol/administrative issues relating to plan and organize COM NCISG/DCOS Cyberspace hosted official functions/activities including guest list preparation /invitations /replies / submitting funding requests.

• Liaise with COM NCISG/DCOS Cyberspace driver and chef to meet COM NCISG/DCOS Cyberspace requirements.

• Screen filter and determine the distribution incoming correspondence and maintaining an effective follow-up for pending actions/taskings including classified documents.

• Maintain information archive (electronic and/or hard copy) on all formal information relating to the COM NCISG/DCOS Cyberspace.

• Provide information search and retrieval services using EDMS NIP TT and internet sources.

3. Special Requirements and Additional Duties

• The incumbent may be required to undertake TDY assignments both within and without NATOs boundaries and be willing to work unsocial hours.

• 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. Such operational deployment may exceed 30 days duration up to 183 days in any period of 547 days and may be on short notice. For NATO International Civilian Staff acceptance of an employment contract linked to this post constitutes agreement to deploy in excess of 30 days if required.

• The work is normally performed in a typical Office environment. Normal Working Conditions apply. The risk of injury is categorised as: No risk / risk might increase when deployed

4. Essential Qualifications

Professional/Experience:

a) Management and administration

• Works under general direction within a clear framework of accountability.

• Participates in external activities related to own specialism.
• Makes decisions which influence the success of projects and team objectives.
• Work includes a broad range of complex technical or professional activities in a variety of contexts. Investigates defines and resolves complex issues.
• Communicates fluently orally and in writing and can present complex information to both technical and non-technical audiences.
• Facilitates collaboration between stakeholders who share common objectives. Plans schedules and monitors work to meet time and quality targets.
• Experience in providing administrative support to a senior leader or manager in a large organization.
  • Experience in or familiarity with protocol requirements for meetings and functions.
  • Ability to manage multiple taskings and shifting priorities.
  • Ability to shift work priorities in line with changing circumstances.

b)Protocol

• Activities that involve support provision to higher command within an HQ with respect to correct protocol.

  Staff must possess broad and mature knowledge and skills to perform effectively and efficiently at this level of support.

Education/Training:

• Higher education and basic training for specific task related skills with 2 years proven experience.

Security Clearance:

• NATO Secret

Language:

• English - SLP 3332 - (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.

Standard Automatic Data Processing (ADP) Knowledge:

• Word Processing:Advanced knowledge
• Spreadsheet:Advanced knowledge
• Graphics Presentation:Advanced knowledge
• Database:Advanced knowledge
• eMail Clients/Web Browsers:Advanced knowledge

• Web Content Management:Advanced knowledge

Qualifications

Professional/Experience

• Previous experience in a NATO environment at least 18 months.
• Previous experience providing administrative support to a NATO Flag-level officer at least 9 months.
• Administrative experience in military headquarters/international organisation.
• Proven experience in a military headquarters/international organisation.
• Experience in the handling of sensitive and classified documents and messages.

• Meticulous approach to correspondence matter

6. Personal Attributes:

• Requires self-motivation reliability a courteous and helpful manner tact and sense of teamwork when dealing with a variety of different nationalities and high ranking officers Able to handle on his/her own a variety of situations affecting the responsibilities of the office. The incumbent must display sound and common sense to decide on when to consult with supervisor
• Professional Contacts: Regular professional contacts with others inside and/or outside immediate organisation on functional matters. Solicits/gives information and provides advice/guidance.
• Contribution To Objectives: Work involves the provision of information or analysis of part of a task assisting others to take action within the organization
• Problem Solving: This factor involves the extent to which the incumbent has to reason analyse and evaluate in order to solve problems and arrive at a conclusion.

Duration of Contract : TCP until 31DEC 2026

This TCP position is to provide maternity leave coverage. The contract is expected to continue beyond 31 December 2026 but will end upon the incumbents return from leave.

HOW TO APPLY FOR A NATO CIVILIAN POST AT SHAPE:

• Applications are to be submitted using NATO Talent Acquisition Platform (NTAP) ( submitted by other means (e.g. mail e-mail fax etc) are not accepted.
• More information to be found on these links:
  • 6 Tips for Applying to NATO
  • Application Process
• Shortlisted candidates will be requested to provide original documentary evidence and a set of copies supporting statements in their applications. Appointment is subject to obtaining a NS security clearance and a medical certificate.
  
• 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)Qualified redundant staff of the same grade interested in this post should inform this office via their HR/Personnel Office by not later than vacancys closing date.
  D)Candidates individual telephone e-mail or telefax enquiries cannot be dealt with. All candidates will receive an answer indicating the outcome of their application.
  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.