ISR Administrative and Policy Assistant
ISR Administrative and Policy Assistant
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Job Description
- SUMMARY
The BICES Group Executive (BGX) a NATO entity is the executive body of the BICES Group (BG). The BG exists to enable the sharing and exchange of Intelligence and Information between and amongst the NATO Nations with NATO and with other nonNATO Nations and Organizations. The BGX under the leadership of the Director is comprised of the following pillars: Intelligence and Enterprise Services (IES) Division Programmes Engineering and Maintenance (PEM) Division Operations and Security Services (OSS) Division and Intelligence Surveillance and Reconnaissance (ISR) Cell.
The ISR Cell is located in the BICES Group Executive at NATO Headquarters in Brussels Belgium. It is established and funded by the BICES ISR Community through the BICES ISR Working Group (BISRWG). The mission of the BISRWG which is primarily carried out through the ISR Cell is to coordinate and direct the establishment of a BICES integrated capability for multinational federated ISR Processing Exploitation and Dissemination (PED) ensuring interoperability and integration with NATO capabilities in support of national NATO and nonNATO operations.
Under the supervision of the ISR Cell Chief the incumbent is responsible for providing Administrative and Policy support to the BGX ISR Cell. Specifically s/he is responsible to support the ISR Cell Branches(OPERATIONALE/XERCISE/TRAINING/TECHNICAL) by providing administrative assistance for planning coordinating and scheduling the requested meetings events working groups and projects in line with the BGX and NATO/National procedures. As policy assistant the incumbent will be responsible for the development and evaluation of BICES ISR policies (or equivalent documentation) ensuring alignment with BGX strategic objectives operational priorities and collaborative framework. Furthermore identifying analyzing documenting and disseminating NATO Lessons Learned/Lessons Identified to improve BICES ISR operational efficiency also focusing on capturing insights from NATO/JISR military operations exercises training and administrative processes to enhance BICES ISR readiness efficiency and strategic outcomes.
2. QUALIFICATIONS AND EXPERIENCE
Essential
The incumbent must:
have a good general education at least to higher secondary level covering International Relations Political Science Security Studies Law or a related field;
possess at least 4 years previous experience in postrelated duties;
have a proven familiarity with NATOs organizational structure processes values and mission ;
have a proven experience for having drafted and developed policies or strategies or reports on topics relevant to international bodies;
demonstrate experience in organizing meetings and conferences in a multinational environment;
have a previous experience for having supported international bodies;
have experience in minutes writing and in drafting documents;
proficiency in office tools (e.g. Microsoft Office Adobe PRO) and equivalent data management platforms;
have proven ability to communicate effectively orally and in writing;
possess level V (Advanced) of the English language.
Desirable
The following will be considered an advantage:
previous BGX experience;
experience of working in an international environment with both military and civilian personnel;
knowledge on data management through organizing storing and processing NATO correspondence/documents securely and effectively;
have general knowledge and experience with multinational ISR capabilities and programmes;
possess a university degree or masters degree in International Relations Political Science Security Studies Law or a related field;
knowledge of NATO Financial Regulations.
3. MAIN ACCOUNTABILITIES
Expertise Development
Proactively improve and develop skills in administration. Engage with stakeholders to improve related procedures and practices within the BICES ISR Cell. Prioritize work and process tasks timely and efficiently. Identifying inefficiencies and implementing solutions to enhance operational productivity. Developing or enforcing BICES ISR policies and procedures to maintain operational consistency.
Financial Management
Provide financial planning support to the ISR Programme Manager in support of the preparation and maintenance of the ISR MediumTerm Financial Plan. Verify the requirements and availability of funds for supplies works organization of events for the ISR Cell.
Knowledge Management
Be responsible for the dissemination of supporting documents to ISR Working Groups. Take minutes at meetings as necessary and draft reports as directed. Maintain and followup with action items. Proactively collect information related to upcoming activities and events and update the related files/databases.
Planning and
Act as liaison between the BGX ISR Cell and BGX in matters related to human resources administration and finance in support of the preparation and maintenance of the ISR Work Plan ISR MidTerm Plan ISR MediumTerm Financial Plan and ISR Programme of Work/Combined Plan.
Provide support to ISR Working Group action officers for the administration and organization of Working Group meetings including the development and maintenance of event registration databases and lists hotel bookings conference services social events etc. either directly or in coordination with hostnation Points of Contact taking into consideration physical personnel and information related security requirements. Develop procedures for the efficient flow of information within the ISR Cell and with external stakeholders. Maintain an effective followup system for pending actions of the office. Draft routine memoranda calling notices instructions and cover letters to documents. Draft Administrative Standard Operating Procedures.
Policy Development
Initiate formulate or amend policies within a specific field of expertise. Assess the effectiveness feasibility and implications of existing BICES ISR policies and propose operational enhancements and improvements. Ensuring policies adhere to NATOs legal and ethical standards. Evaluating complex problems to develop innovative policy solutions adapting new policies to respond to immediate operational issues supporting the ISR Cell Chief for facilitating agreement on contentious issues among BISRWG Member States.
Project Management
Identify analyse design and contribute expertise to small and mediumsized projects/programmes. Provide support to the ISR Programme Manager in the of the Programme of Work/Combined Plan. Coordinate and monitor the of specific projects in support of ISR Cell Branches as required. Commensurate accountability and ownership and help to drive projects/initiatives to completion. Find timely and creative solutions to problems that meet users and organizational needs concerning projects.
Stakeholder Management
Establish good working relationships with BGX staff and with relevant stakeholders inside and outside the Organization. Build a network of key contacts across the Organization. Liaise with other BGX Divisions the International Staff other NATO bodies and stakeholders from the BISRWG Nations as well as with external companies to coordinate and manage events meetings and visits. Maintain effective communication with BGX Senior Management and Nations and ensure they are informed of matters related to their respective areas of responsibility.
Perform any other duty as required.
4. INTERRELATIONSHIPS
The incumbent reports to the ISR Cell Chief and complies with the guidance and indications of the ISR Programme Manager. S/He supports coordinates and interacts with ISR Branches ensuring coordination/alignment of the ISR Cell activities with the BGX Divisions such as Programs Engineering & Maintenance (PEM) Operations and Security Services (OSS) Intelligence and Enterprise Service (IES) Finance Office.
Direct reports: N/A
Indirect reports: N/A
5. COMPETENCIES
Analytical Thinking: Sees multiple relationships. Links causes and consequences at increasingly complex levels; Relates information objectively to reach logical conclusions and develops solutions.
Flexibility: Adapts to unforeseen situations. Maintains personal effectiveness and efficiency in unexpected situations. Makes small or temporary organizational changes to meet the needs of a specific situation. Adapts tactics to fit the situation or the person.
Impact and Influence: Takes multiple actions to persuade. Carefully prepares information and supporting arguments in anticipation of others reactions. Adapts a presentation or discussion to appeal to the interests and work environment of others. Calculates the impact of actions words etc. on the audience and selects language and examples which are appropriate to the situation and level of staff dealt with.
Initiative: Is decisive in a timesensitive situation. Acts quickly and decisively in a crisis or other timesensitive situation; being unafraid to propose and/or take action when the norm would be to wait study the situation and hope the problem will resolve itself.
Organizational Awareness: Understands organisational climate and culture. Being aware of the unspoken limitations of the Organization what is and is not possible at certain times or in certain situations. Adapts ones approach to the Organizations culture in order to bring about the optimal result.
Teamwork: Cooperates. Participates willingly in the team doing his/her share of the teams work. Shares information and knowledge freely offering support and cooperation.
7. USEFUL INFORMATION REGARDING APPLICATION AND RECRUITMENT PROCESS
Please note that we can only accept applications from nationals of NATO member must be submitted using erecruitment system as applicable:
- For NATO civilian staff members only: please apply via the internal recruitment portal link;
- For all other applications: you apply to any position we encourage you to click here and watch our video providing 6 tips to prepare you for your application and recruitment process.
Do you have questions on the application process in the system and not sure how to proceed Click here for a video containing the information you need to successfully submit your application on time.
More information about the recruitment process and conditions of employment can be found at our website Please note that the BICES Group Executive is not a NATO HQ International Staff (IS) subordinated body and some of the policies applicable to IS members might differ.
Appointment will be subject to receipt of asecurity clearance(provided by the national Authorities of the selected candidate) approval of the candidatesmedical fileby the NATO Medical Adviser verification of your study(ies) and work experience and the successful completion of theaccreditationand notification process by the relevant authorities.
NATO will not accept any phase of the recruitment and selection prepared in whole or in part by means of generative artificialintelligence (AI) tools including and without limitation to chatbots such as Chat Generative Pretrained 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.
8. ADDITIONAL INFORMATION
The BICES Group Executive is a NATO body. NATO as an equal opportunities employer values diverse backgrounds and perspectives and is committed to recruiting and retaining a diverse and talented workforce.
NATO welcomes applications of nationals from all Member States and strongly encourages women to apply.
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 defence 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.
Due to the broad interest in NATO and the large number of potential candidates telephone or email enquiries cannot be dealt with.
Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature albeit at the same or a lower grade provided they meet the necessary requirements.
The organization offers several worklife policies including Flexible Working arrangements (Flexitime) etc. subject to business requirements.
Please note that the BGX located at NATO Headquarters in Brussels Belgium is a nonsmoking environment.
For information about the NATO Single Salary Scale (Grading Allowances etc. please visit ourwebsite. Detailed data is available under the Salary and Benefits tab.
NATO does not charge any application processing training interviewing testing or other fee in connection with the application or recruitment process. For more info please click here.
Employment Type
Full-Time
