Staff Assistant (Staff Work Management)

POST NO. OJS ZXIK 0071

POST TITLE: Staff Assistant (Staff Work Management)

DIRECTORATE: Management

GRADE: G-8/B-3

DUTY LOCATION: HQ Joint Force Command Naples (HQ JFCNP) Lago Patria

SECURITY CLEARANCE: NATO S E C R E T

1. Post Context/Post Summary

Headquarters Allied Joint Force Command Naples provides a resilient static Joint headquarters to plan prepare and conduct operations across all domains from Baseline Activities and Current Operations (BACO) including deterrence through Crisis up to the Maximum Level of Effort (MLE) in order to support NATOs three core tasks at the Joint Operational level as directed by SACEUR. Supported by the Single Service Commands Allied Joint Force Command Naples integrates allocated forces including NATO Force Structure entities and synchronises activity to achieve operational objectives. It maintains comprehensive regional focused situational awareness leads contingency planning and directs exercises. It also provides out-of-theatre support to enduring NATO operations and could contribute specific Joint competencies to other NATO Command Structure or NATO Force Structure entities. It is capable of commanding a Joint Task Force operating within or beyond SACEURs Area of Responsibility with theatre enablement provided by a dedicated Joint Logistic Support Group Headquarters. It has the capability to deploy tailored elements to enable reconnaissance liaison and coordination and support the Joint Commander. Synchronizes and integrates Joint and Combined armed forces within the Joint Operational Area (JOA) in support of a Joint Task Force.

The Management Directorate (MGT) directs the HQ staffing workflow and protocol activities internal security identifies efficiency measures to organisational and procedural issues being responsible for internal control ensures information management and data protection and provides essential support services and facilities management.

The Workflow and Information Management Branch (IMB) provides Staff Workflow and Information and Knowledge Management.

The Staff and Workflow Management Section is responsible for the effective and efficient transmission of external correspondence Command Group (CG) decisions actions and requirements within the JF HQ staff (deployed and static) as well as affiliated and higher HQs.

The Staff Work Assistant provides tasker tracking support basic product quality assurance and staff support for the Section.

2. Principal Duties

The incumbents duties are:

- Assists with basic tasker tracker queries actions and final processing of packages.

- Produces tracking and staffwork analysis products utilising available databases.

- Provides administration support.

- Maintains correspondence and message files for the office in accordance with in place regulations.

- Composes replies to routine correspondence as required with minimal verbal instructions or based upon personal knowledge of salient facts.

- Answers telephones solving queries wherever possible and recording telephone messages.

- Reproduces copies of printed material using office-copying equipment.

- Undertakes work as part of a project team or working group as directed or assigned.

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 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.

4. Essential Qualifications

a. Education/Training

Higher secondary education and intermediate vocational training leading to a formal qualification with 2 years of job-related experience or Secondary education and completed advanced vocational training leading to a professional qualification or professional accreditation with 4 years of post-related experience.

b. Professional experience

A minimum of 3 years of administrative experience or clerical functions gained in an international and /or public environment;

A minimum of 3 years of experience in the handling of documentation and information systems.

Advanced knowledge and user experience of Word; Outlook/Email client Excel; SharePoint and web applications

Familiarity with current ICT systems and their application to document processing record keeping and information sharing

c. Language

English - SLP 3322 - (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. candidates will be required to pass a language test in English at the required level as well as to demonstrate their abilities in the written test and interview.

5. Desirable Qualfications and experience

Professional/Experience:

Previous experience in working in an organization comprising both military and civilian personnel;

Experience with NATO Tasker Tracker system

Experience handling NATO documentation and information management systems.

Good knowledge of NATO HQ organisational structure; administrative procedures including Standard Operating Procedures.

6. Attributes/Competencies

Personal Attributes: Uses judgment in prioritizing responsibilities planning and organizing own tasks. Uses own initiative recommends improvements in office administrative policies and procedures. Integrity discretion and interpersonal sensitivity are called for as the incumbent handles sensitive documentation and may interact with staff on actions of a reserved and delicate nature. Strong teamwork skills planning organizing critical thinking commitment and energy will allow the incumbent to work effectively and efficiently. Adherence to established deadlines and suspenses requires the ability to handle details and to exercise judgment in setting priorities. The post may require deployment to forward headquarters in order to meet specific requirements or to face significant gaps in the records management-domain in a given CRO HQ. If and when deployed to an unspecified remote location the work environment and the associated operational working conditions may require exceptional flexibility in terms of working hours high stress tolerance maturity significant open-mindedness in working in different cultural contexts.

Professional Contacts: Apart from work associates the incumbent has frequent professional contact with officers and higher ranked civilian staff. External contacts include co-ordination with supported collocated commands and higher headquarters at various levels Participates in working groups on execution of applicable NATO policies. Contacts may involve providing information advice or low level guidance on routine issues. May also be required to discuss and negotiate at own level.

Contribution To Objectives: The incumbents role in performing the assigned duties is crucial for the execution of the staff work management. The incumbent is required to perform the assigned duties diligently as they have implications for the organization and will have an impact on the headquarters activities and associated reputation. The work requires the incumbent to evaluate and solve varying problems resulting out of dissimilar issues. The work covers many dissimilar subjects that require different level of intellectual skills. Especially but not exclusively in the CRO domain the work would be based on a wide range of policies procedures and minimum supervision. Consequently analytical constructive thinking evaluation are required for the determination of best courses of action. The complexity of work context results in actions that may substantially impact on efficiency image of the HQ.

There are no reporting responsibilities.

This post reports to: OJS ZXIK 0010 - Section Head (Staff Work Management) - OF-4

This post does not deputises anybody.

7. Contract

The successful candidate will receive athree-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 GradeG8in Italy isEuro 3683.48 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.

8. HOW TO APPLY:

HQ JFC Naples uses NATO Talent Acquisition Platform.

In order to apply for this vacancy please visit the platform at: and search for vacancies within HQ JFC Naples.

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

Important notice to candidates on use of Artificial Intelligence (AI):As part of our commitment to a fair and merit-based recruitment process detection of AI usage at any stage of the process (including AI-generated application forms) will result in the immediate disqualification of your are welcome to use AI tools for basic spell-checking/grammar correctness only. We appreciate your integrity and look forward to assessing your genuine skills and experience.

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 candidates medical file by the NATO Medical Adviser are essential conditions for appointment to this are not required to possess a clearance at the time of applying but they must be eligible for a 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: Experience:

Staff IC