Chief Pass Office
Chief Pass Office
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Job Description
1. SUMMARY
The Joint Intelligence and Security (JIS) Division under the leadership of the Assistant Secretary General (ASG) for Intelligence and Security comprises two principal pillars: Intelligence headed by the Deputy ASG for Intelligence; and the NATO Office of Security (NOS) headed by the Deputy ASG for Security (DASGS) / Director NOS.
The NOS is responsible for the overall coordination of NATO security among member Nations NATO civil and military bodies as well as International Organisations and Partner countries with which NATO cooperates. It is also responsible for the security of the NATO Headquarters (HQ) its personnel in Brussels abroad on mission and in satellite offices and for the protection of the Secretary General. The NOS comprises the Office of the Director the Security and Policy Oversight Branch (SPOB) the Protective Security and Emergency Services Branch (PSESB) the Security Intelligence Branch (SIB) and the Close Protection Unit (CPU).
The PSESBs mission is to ensure the security and safety of the NATO HQ its people infrastructure and information. In coordination with the Host Nation it analyses threats and vulnerabilities determines risks and acts to minimise them. Its staff works in the following domains: access management; security regulations and infractions; physical security; security guarding; fire first aid and CBRN; emergency procedures; information assurance; security awareness and special events (highlevel meetings at the NATO HQ and in NATO member and partner nations). It also provides advice on protective security issues in the NATO satellite offices.
The NATO Pass Office operates under the oversight and direction of the HQ Security Officer (HQSO) within the PSESB. It supports the administrative process related to the access control to the NATO HQ as well as for the offsite meetings held in Belgium and abroad.
The incumbent under the supervision of the HQ Security Officer manages the staff in the NATO Pass Office directing and coordinating their work including visitor reception and the production and distribution of the various types of passes at NATO HQ and offsite.
2. QUALIFICATIONS
ESSENTIAL
The incumbent must:
- have a good general education at least to higher secondary level or equivalent;
- have at least 4 years of experience in applying security policies and procedures related to access control and passes;
- have experience in managing a team in a customer service and/or securityoriented field;
- possess good writing skills and the ability to draft clear precise and concise reports;
- demonstrate experience working with IT tools (software and hardware);
- possess the following minimum levels in the official languages of NATO (English/French): V (Advanced) in one and III (Intermediate) in the other;
- be flexible to work outside of normal office hours in response to crises and urgent requirements if and when required;
- be available to travel (domestically and abroad).
DESIRABLE
The following would be considered an advantage:
- good knowledge of security policies and procedures especially those related to the control and movement of all categories of personnel (e.g. visitors staff contractors VIPs);
- project and/or program management qualification (e.g. PRINCE2;
- experience in the Protocol domain;
- fluency in both NATOs languages
- experience in supporting highlevel events and projects;
- experience working effectively in a multinational multicultural organisation.
Planning and
Organise and coordinate tasks related to the preparation production distribution and renewal of the various types of passes both for the HQ activities and for meetings held offsite in Belgium and abroad. Supervise the operations of the NATO Pass Office regarding daily access for all categories of people entering the NATO HQ. Ensure that the tools and systems used to prepare the access passes in the Pass Office are operational at all times maintained and periodically updated. Coordinate the projects production and distribution of the access passes related to special events at NATO HQ and abroad.
Expertise Development
Maintain and use ones expertise and contribute to team members training and development on office tools and new procedures. Undertake the necessary technical training and implement initiatives to improve the procedures and tools of the NATO Pass Office. Design solutions required to automate business processes and resolve business issues related to the access control and identity management systems. Contribute to initiatives aimed at improving business processes standards and capabilities for the existing and future modules of IdAMS. Assess and propose improvement in the passes and processes regarding the movement of all categories of people at NATO HQ under the supervision of the HQSO.
Financial Management
In coordination with the JISD Front Office monitor budget estimates for the supply of consumables and for the performance of the necessary works (preventive corrective works and improvements) on the office equipment. Undertake the daily management of resources including stock.
People Management
Project Management
Review project performance of own projects as directed. Identify opportunities for improvement. Respond to changes in requirements and respond in a positive and flexible manner demonstrating resilience to change and uncertainty. Establish clear plans and timeframes for project implementation. Take responsibility for managing work projects to achieve results. Monitor project progress and adjust plans as required. Consider the risks opportunities and ramifications of issues and longerterm impact of own work and work area. Support implementation projects typically involving the development and implementation of business processes to meet business needs related to the access control and identity management tools. Followup projects involving multiple stakeholders and coordinate the implementation of all steps to finalise such projects. Provide regular updates to Line Manager and key stakeholders.
Stakeholder Management
Serve as the principal contact across the different HQ elements (Delegations Missions IS IMS etc. with respect to request for access and pass distribution.
Perform any other related duty as assigned.
4. INTERRELATIONSHIPs
The incumbent reports to the HQ Security Officer or in their absence to the Head of Section and supervises a team composed of four staff members and a number of contractors. They liaise closely with the JISD Front Office staff within PSESB with Delegations Missions Divisional Security Officers and with other HQ International Staff services for daytoday matters as appropriate.
Direct reports: 4
Indirect reports: N/A
5. COMPETENCIES
The incumbent must possess the following competencies:
- Achievement: works to meet standards;
- Analytical thinking: sees basic relationships;
- Customer Service Orientation: takes personal responsibility for correcting problems;
- Flexibility: acts with flexibility;
- Initiative: is decisive in a timesensitive situation;
- Organisational commitment: supports the Organisation;
- SelfControl: Responds calmly;
- Teamwork: expresses positive attitudes and expectations of team or team members.
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.
Required Experience:
Chief
Employment Type
Full-Time
