Assistant Registry and Administration 1 post Reserve List
Assistant Registry and Administration 1 post Reserve List
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Job Description
1. SUMMARY
Within the Office of the Secretary General (OSG) the Private Office (PO) supports and coordinates the activities of the Secretary General and Deputy Secretary General in the performance of their duties while facilitating coordination between the Divisions and other NATO entities.
Within PO the Registry is responsible for the efficient and effective information workflow in the Private Office. The service provides Information and Knowledge Management (IKM) support to OSG by organising processing registering storing and distributing digital information. It also ensures the secure retrieval and management of records offering documentation processing support to Allies Partners NATO Military Authorities and IS Divisions as needed.
Under the supervision of the OSG Head of Administration the incumbent is accountable for efficiently handling a wide range of support duties of an administrative and organisational nature. They organize and process digital information of the Office provide training and support on procedures and tools and offer handson guidance and assistance to OSG staff on other related digital tools/software (i.e. SharePoint Task Tracker etc..
They provide support in a professional and efficient manner aligning with customer needs and adhering to applicable NATO IKM policies and procedures.
The role combines organizational administrative information technology and customer service tasks with the ability to contribute to the improvement of the PO Registrys operations and overall administrative support to the OSG Units.
2. QUALIFICATIONS
ESSENTIAL
The incumbent must:
- have a good general education at least to higher secondary level;
- have at least 2 years of experience in a relevant area for the position;
- have experience with various IT applications and be an expert in the use of collaborative applications (i.e. SharePoint);
- have experience with document and records management systems;
- have experience in administrative support duties;
- possess the ability to learn quickly and adapt to a fastpaced environment;
- demonstrate proactivity and strong multitasking skills;
- be able to prioritise a widerange of competing demands from various customers (including senior officials) while providing highquality service;
- possess the following minimum levels of NATOs official languages (English/French) V (Advanced) in one; II (Elementary) in the other.
DESIRABLE
The following would be considered an advantage:
- experience with SharePoint for managing workflows automating tasks and improving information sharing and collaboration;
- knowledge and/or experience of international best practices and standards in the field of information and knowledge management;
- knowledge and/or certification in project management;
- experience working in an international organization a national administration or the armed forces.
- higher level in both of NATOs official languages.
3.
Planning and
Provide support to staff within the Office in accordance with established procedures and guidelines. Implement best practices in information and knowledge management particularly those related to tools organization accessibility utilization to enhance the flow of information and knowledge within the OSG Units and across NATOs International and Military Staff. Conduct when required daytoday office administration tasks such as arrange meetings and handle related details related to travel arrangements coordination etc. Backup for other colleagues in a team when required.
Information Management
Develop and maintain the OSG Intranet Portal to adequately support the Offices workforce enhance business workflows and design the digital workspace. Provide procedural and support with various office application tools (e.g. tools for managing taskers collaboration and document and records management) to staff within the Office. Ensure clear and accurate presentation of information.
Project Management
Provide handson training guidance and advice on information and knowledge management procedures processes and tools to the Offices staff. Assist newcomers in adopting information and knowledge management best practices ensuring that they are fully familiar with procedures tools and practices. Facilitate the effective preservation and transfer of information and knowledge from departing staff ensuring continuity and minimizing knowledge loss. Take a proactive role in providing administrative and organizational support for projects and programs and continuously identify and implement strategies to accelerate optimize and improve the management of information and the utilization of office tools.
Knowledge Management
Provide information and knowledge to the Office and/or to the NATOs IKM network as needed. Contribute through the IKM Network to the development and maintenance of existing and new IKM systems processes and tools. Provide functional configuration support in line with IKM guidance for the Offices collaborative tools and knowledge platforms enhancing the sharing of information and knowledge across the Office. Produce and present relevant reports and statistics.
Stakeholder Management
Serve as the primary point of contact for information and knowledge management enquiries within the Office. Engage with other IKM Coordinators and Assistants through the IKM Network and collaborate with Information Communications and Technology Management (ICTM) on technical requirements for the setup and functional configuration of technical tools within the Office. Liaise and align with subject matter experts with central Archives and Information Management Service (ISEM(ICTM)AIM) to ensure alignment with IKM best practices and procedures. Regularly attend ICTM Programme meetings IKM coordinators meetings and as well as the Business Integration Group (BIG) working level or working groups.
Expertise Development
Keep abreast of developments in IKM and other technical tools processes and procedures. Actively expand knowledge and skills in areas of information technology and data analysis. Liaise with other IKM staff within the International Staff and across the NATO Enterprise to leverage knowledge. Provide impactful suggestions to enhance the Offices tools and procedures improving efficiency customer experience and knowledge management. Encourage the development and sharing of information and knowledge management best practices.
Perform any other related duty as assigned.
4. INTERRELATIONSHIPS
The incumbent reports to the OSG Head of Administration and is accountable for the performance of all key responsibilities outlined above as well as any additional responsibilities that may arise. They provide knowledge management support to OSG staff working closely with the other members of the PO Registry and Private Office assistants and when directed they will be expected to reinforce the teams including participation in the support to major political events. They also work closely with the assistants from the Council Secretariat Human Security Unit and Policy and Planning Unit on administrative tasks. The incumbent collaborates with colleagues in the IKM Network and maintains strong working relationships with staff members of NATOs Archive and Information Management and ICTM.
Direct reports: N/a
Indirect reports: N/a
5. COMPETENCIES
The incumbent must demonstrate:
- Clarity and Accuracy: Checks own work;
- Customer Service Orientation: Responds appropriately maintains clear communication;
- Empathy: Listens actively;
- Flexibility: Accepts the need for flexibility;
- Initiative: Reacts to shortterm opportunities or problems;
- Organizational Commitment: Is able to fit in;
- Teamwork: Cooperates.
In accordance with the NATO Civilian Personnel Regulations the successful candidate will receive a definite duration contract of three years which may be followed by an indefinite duration contract.
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 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
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 and strongly encourages women to apply.
NATO is committed to fostering an inclusive and accessible working environment where all candidates living with disabilities can fully participate in the recruitment and selection process. If you require reasonable accommodation please inform us during your selection process.
Candidates will be required to provide documented medical evidence to support their request for accommodation.
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 nature of this position may require the staff member at times to be called upon to travel for work and/or to work outside normal office hours.
The organization offers several worklife policies including Teleworking and Flexible Working arrangements (Flexitime) subject to business requirements.
Please note that the International Staff 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
