Principal Assistant
Principal Assistant
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Job Description
1. SUMMARY
The Joint Intelligence and Security Division (JISD) 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 (DASG-I); and the NATO Office of Security (NOS) headed by the Deputy ASG for Security (DASG-S) / Director NOS.
The Front Office of the ASG is responsible to the ASG for the efficient and effective workflow in the Division supports and coordinates the ASGs activities in the performance of their duties orchestrates coordinating efforts between JISD and other NATO bodies.
In the Front Office under the supervision of the JISD Executive Officer the incumbent carries out the duties of Principal Assistant to the ASG and provides support in order to ensure the smooth and efficient running of the ASGs outer office. They are accountable for efficiently handling a wide range of administrative and organisational support duties for the ASG such as planning and coordination of meetings travel arrangements internal and external events drafting and formatting of routine letters and correspondence as well as managing workflows and liaising with divisional and external stakeholders among other relevant tasks to ensure the ASGs timely adherence to schedule while effectively prioritizing and adapting in response to unforeseen changes.
2. QUALIFICATIONS AND EXPERIENCE
ESSENTIAL
The incumbent must:
- have a good general education at least to higher secondary level;
- have at least 6 years previous experience of administrative and organisational work;
- have excellent drafting and editing skills in at last one of the official NATO languages;
- possess excellent customer service skills and the ability to communicate at all levels efficiently and with tact;
- experience with SharePoint for managing workflows automating tasks and improving information sharing and collaboration;
- possess knowledge of and experience in budget management;
- possess the following minimum levels of NATOs official languages (English/French): V (Advanced) in one; III (Intermediate) in the other;
- be prepared to work outside normal office hours at short notice.
DESIRABLE
The following would be considered an advantage:
- a higher-level education degree;
- experience within a multidisciplinary and multi-cultural working environment;
- experience in security or intelligence organisations;
- ability in taking minutes in a precise and efficient manner;
- experience in using IT tools and databases (e.g. Enterprise Resource Planning (ERP) system Customer Relationship Management (CRM) or similar);
- fluency in both NATOs official languages;
- knowledge of the process and procedures at NATO Headquarters or a national civil / military or joint organisation.
Under the supervision of the Executive Officer administer the ASGs schedule. Liaise with divisional and external stakeholders as necessary to arrange meetings provide planning and execution support to internal and external events for the ASG and handle related details such as travel arrangements mission coordination and liquidations and perform other related administrative tasks. Provide administrative support to the ASG and as required to officers who report to the ASG. Organise own workload to ensure the accurate and timely execution of duties. As directed by the Executive Officer process documents submitted to the Office of the ASG. Ensure the ASGs timely adherence to schedule while prioritizing and adapting in response to unforeseen changes. Act as Senior Assistant of the Division and organize coordinate and supervise the work of the other divisional assistants. Remain aware of the ASGs priorities.
Answer enquiries and incoming calls from all levels of visitors staff national representatives and subject-matter experts. Assist the Executive Officer and other assigned staff in the screening and distribution of incoming correspondence/documents to the appropriate directorate/branch/section/Action Officer. Maintain an effective follow-up and/or reminder system for activities and action required by the ASG. In close coordination with the Executive Officer draft routine letters memoranda and cover letters for the Front Office. Format all kinds of documents including tables of figures requiring careful presentation using the standard software packages used by NATO (Word Excel PowerPoint). In close coordination with the Front Offices Knowledge Management Assistant ensure format and accuracy of the documents based on the Information Knowledge Management (IKM) principles.
In close coordination with the Executive Officer coordinate work with other Assistants in across the Division to ensure tasks and responses are completed in a timely manner. Liaise with divisional and external stakeholders to ensure timely accurate and efficient planning and execution of meetings events and travel. Attend meetings as appropriate and report back to the Executive Officer on issues relevant for the Division. Take notes in meetings representing the Front Office. Develop and maintain awareness of divisional priorities. Maintain all lists of internal and external contacts. Be prepared to receive and assist visitors of all levels on behalf of the ASG.
Under the supervision of the Executive Officer and in close consultation with the Budget Officer ensure that proper financial procedures are followed for the budget and prepare the ASGs specific documentation and arrangements for travel mission liquidations and the use of representation allowance. In coordination with the Budget Officer perform procurement related duties such as submission of purchase requests & expense reports through the Enterprise Resource Planning (ERP) system. Maintain records of all financial transactions related to the ASGs activities.
Study issues and understand protocol that may affect the ASGs office and in close coordination with the Executive Officer take decisions on such issues. Liaise with other Assistants to leverage knowledge. Proactively develop skills in areas such as planning and organising new technology in particular MS Office software collaborative work tools and effective communication.
Collect categorise and track relevant information required for various tasks and projects. Maintain well-structured paper and electronic filing systems. Work with SharePoint task management system and other IKM tools to effectively manage workflows track and prioritize tasks share information and collaborate.
Provide constructive suggestions to improve office and divisional procedures. Find ways to be faster better and more effective in managing information and using office tools.
Perform any other related duty as assigned.
The incumbent reports to the ASG JISD and works under close supervision of the Executive Officer. They maintain a close working relationship with the other members of the Front Office and the Assistants throughout the Division. They deal with senior members of Delegations and Partner Missions Divisions and Directorates the International Military Staff Strategic Commands and International Organisation and therefore must demonstrate a keen sense of judgement and responsibility as well as tact and discretion at all times.
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 non-verbal cues and understands meanings;
- Flexibility: Acts with flexibility.
- Initiative: Is decisive in a time-sensitive situation;
- Organisational Awareness: Understands organisational climate and culture;
- Teamwork: Solicits inputs and encourages others.
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 e-recruitment 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 artificial-intelligence (AI) tools including and without limitation to chatbots such as Chat Generative Pre-trained 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 e-mail 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 work-life 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 non-smoking 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:
Staff IC
Employment Type
Full-Time
