Officer Committee Support
Officer Committee Support
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Job Description
1. SUMMARY
The Office of the NATO CIO (OCIO) has an integrated staff organization comprised of International Staff (IS) and International Military Staff (IMS) members.
The incumbent provides direct support senior committees such as the Senior Executive Group (SEG). The incumbent plans and organizes the meetings prepares and distributes agendas shares the documents and presentations with the stakeholders across the NATO Enterprise and drafts the records of the meetings. They prepare speeches and speaking notes for senior officials as directed.
The incumbent has information and knowledge management responsibilities (IKM) and in this capacity leads develops processes administrates and directly contributes to sharing and distributing information and knowledge within the office and with NATO Enterprise stakeholders using IKM tools.
2. QUALIFICATIONS
ESSENTIAL
The incumbent must :
possess a university degree from an Institute of a recognised standing in afield relevant for this position (e.g. Security Defence International Relations or Computer Science); - have 2 years of experience in organising meetings/conferences and/ or in programme administration;
- have strong written and oral communication skills including the ability to draft documents and presentations for a senior audience;
- have experience in writing speeches and speaking notes for senior officials;
- have experience in managing information via MS SharePoint;
- be conversant with various software packages in particular the Microsoft Office;
- beproactive and capable to manage stress;
- the following minimum levels of NATOs official languages (English/French): V (Advanced) in one; I (Beginner) in the other.
DESIRABLE
The following would be considered an advantage:
a graduate degree (Masters or Ph.D. in a field relevant for this position; - excellent knowledge of NATOs structure procedures and practices or from similar Organisations;
- experience working for a national administration or international organisation on multilateral security affairs;
- be familiar with the interrelationships between NATO HQ the NATO Strategic Commands national authorities of allies and partner nations.
3.
Planning and
Prepare plan and organise the Senior Executive Group (and other assigned committees) meetings draft coordinate and distribute agendas share the documents and presentations with the stakeholders across the NATO Enterprise and draft the minutes of the meetings.
Stakeholder Management
Liaise and cooperate with the NATO Enterprise entities points of contact (International Staff International Military Staff National Military Authorities (NMAs) Agencies and other NATO bodies) with regard to meetings planning preparation and running. Develop contacts and cooperation in support of the conduct of the Senior Executive Group activities. Maintain accurate lists of stakeholders for information exchange. Clarify and contribute to stakeholders expectations.
Information Management
Organise administrate and directly contribute to the sharing and distributing of information and knowledge within the office and with stakeholders across the NATO Enterprise using tools such as MS SharePoint MS Outlook and the tasker tracker systems.
Draft various documents. Draft speeches and speaking notes for senior officials. Maintain an effective followup and/or reminder system for pending actions.
Knowledge Management
In cooperation with OCIO staff and points of contacts across the NATO Enterprise develop and enhance knowledge related to sharing and distributing information. Control the quality quantity and relevance of input to the knowledge management systems.
Organisational Efficiencies
Contribute to the developing procedures that enhance information sharing and communication efforts. Contribute to the development of management tools and mechanisms that help the OCIO function more effectively and efficiently at the practical level in particular regarding the sharing of and exchanging information. Contribute to enhancing processes and procedures that improve the overall functioning of the NATO Enterprise.
Expertise Development
Maintain and apply expertise regarding the initiatives tracked via the Senior Executive Group and other committees s/he supports. Prepare advice to the OCIO management regarding their participation and contribution to the respective meetings.
Project Management
Oversee and monitor the of assigned projects in support of the OCIO goals and objectives and provide specialist input where required.
Perform any other related duty as assigned.
4. INTERRELATIONSHIPS
The incumbent reports to the Executive Officer. They are required to maintain close working relationships with the Front Office and other sections of the OCIO. The incumbent will also coordinate with other Divisions of the International Staff the IMS the NATO Strategic Commands and national delegations as necessary and be prepared to establish appropriate coordination with other NATO entities when so directed.
Direct reports: N/A
Indirect reports: N/A
5. COMPETENCIES
The incumbent must demonstrate:
Clarity and Accuracy: Monitors others work for clarity. - Customer Service Orientation: Takes personal responsibility for correcting problems.
- Empathy: Reads nonverbal cues and understands meanings.
- Flexibility: Acts with flexibility.
- Initiative: Is decisive in a timesensitive situation.
- Organizational Awareness: Understands organisational climate and culture.
- Teamwork: Solicits inputs and encourages others.
6. 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.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
