Head, Planning Office

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; and the NATO Office of Security (NOS) headed by the Deputy ASG for Security (DASG-S) / Director NOS.

The NOS is responsible for the overall coordination of NATO security member nations NATO civil and military bodies as well as International Organisations and partner nations. It is also responsible for the security of the NATO Headquarters (HQ) and its personnel in Brussels and 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 Policy Oversight Branch (SPOB) the Protective Security & 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 (high-level 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 incumbent is responsible for the management of the Planning Office team whose main tasks are to plan and ensure communication and coordination within the PSESB and with external stakeholders on the protective security aspects related to events visits NATO meetings and works at NATO HQ.The incumbent supports the necessary coordination across PSESB with HN Security and Emergency Services and with other NATO HQ stakeholders for the planning of events NATO meetings visits and works at the NATO HQ. They are responsible for overseeing the logistics of the Operational Units making sure that necessary resources are planned to support NATO HQ activities when identified and within the scope of the Planning Office responsibilities. They work under the supervision of the Head Operations Section.

2. QUALIFICATIONS AND EXPERIENCE

ESSENTIAL

The incumbent must:

• possess a university degree or equivalent qualification from an institute of recognised standing;
• have at least 3 years experience in coordinating and planning security measures for works protocol high-level visits and events;
• possess experience working in a security law enforcement or military organisation;
• possess excellent writing skills and the ability to draft clear precise and concise procedures and reports;
• demonstrate experience in the human resources aspects of staff management (recruitment performance management complaints procedures overtime management etc.);
• demonstrate excellent knowledge of the Microsoft Office suite;
• be flexible to work outside of normal working hours in response to crises and urgent requirements;
• possess the following minimum levels in the official languages of NATO (English/French): V (Advanced) in one and III (Intermediate) in the other.

DESIRABLE

The following will be considered an advantage:

• experience in overseeing the logistics and procurement activities related to the operational requirements of a police/security organization;
• project and/or program management qualification (e.g. PRINCE2 MPS (Managing Successful Programmes) or Project Management Professional);
• a good knowledge of NATOs security policy and its supporting directives (e.g. Information Personnel and Technical Security);
• experience working in a multinational environment;
• experience in Emergency Incident Management and/or Business Continuity Management;
• experience working in a data processing environment and be able to work with data base programmes (e.g. SharePoint);

3. MAIN ACCOUNTABILITIES

Expertise Development

Supervise control and coordinate the day-to-day activities of the Planning Office in the domains of logistics works (high-level) visitsand events for the Operations Section. Adjust the schedule of the Planning Offices staff according to the situation striving to meet unforeseen challenges and set priorities to handle work effectively. At NATO HQ represent PSESB at coordination meetings to grasp any involvement and share meeting minutes and reports to support JISD/NOS/PSESB leadership in assessing the best options to support activities. Supervise the planning and submission of purchase orders on behalf of the PSESB as necessary and appropriate.

Information Management

Ensure full advantage is taken of electronic records management tools (e.g. SharePoint Document Tracking System) to maintain relevant records and information holdings. Identify and implement process improvement initiatives within the Planning Office functions. Provide the PSESB management upon request with relevant statistics and data regarding the activities that the Planning Office was involved with.

Knowledge Management

Support the preparation of relevant Planning Office documents as necessary and exchange knowledge and information with colleagues on relevant issues. Ensure internal procedures and practices (e.g. Standard Operating Procedures) are well documented and updated on a regular basis. Work with the administrative staff to ensure that documents are distributed in a timely manner to stakeholders and customers.

People Management

Determine set and communicate the teams responsibilities and objectives including focus on customer service delivery. Lead and manage the staff to build a well-respected highly trained and motivated team. Develop the team members to take on additional roles in an emergency or period of high operational tempo. Provide mentoring coaching and training opportunities to staff and be available to offer guidance at critical moments. Ensure that all staff under their responsibility have clarity about organizational divisional branch and section objectives. Provide regular fair and objective feedback on performance both informally and via the IS Performance Review and Development (PRD) cycle. Ensure the development of staff through sound and inclusive management principles. Communicate on best practices business processes and systems-related aspects.

Project Management

Review project performance of own projects as directed. Identify opportunities for improvement. Respond to changes in requirements 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. See projects through to completion and identify lessons. Monitor project progress and adjust plans as required. Consider the risks opportunities and ramifications of issues and longer-term impact of own work and work area. Follow-up 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

Establish and maintain strong professional relationships with key interlocutors at NATO HQ and with Host Nation representatives. Ensure effective cooperation between JISD/NOS Operational Units and interaction with Member Delegations Partner Missions International Staff/International Military Staff and other NATO Bodies and clients in order to provide timely and effective services to the NATO HQ community.

Perform any other related duty as assigned.

4. INTERRELATIONSHIPS

The incumbent reports to the Head Operations and liaises closely with other staff within JISD/NOS/PSESB with the JISD Front Office with Delegations Missions and with HQ International Staff services.

Direct reports: 3

Indirect reports: N/a

5. COMPETENCIES

The incumbent must demonstrate:

• Achievement: Works to meet standards.
• Analytical Thinking: Sees multiple relationships.
• Clarity and Accuracy: Checks own work.
• Conceptual Thinking: Applies learned concepts.
• Customer Service Orientation: Takes personal responsibility for correcting problems.
• Empathy: Is open to others perspectives.
• Impact and Influence: Takes multiple actions to persuade.
• Initiative: Is decisive in a time-sensitive situation.
• Teamwork: Solicits inputs and encourages others