Deputy Director, Council Secretariat

The publication of this call for interest is organised as a fast track competition open to candidates who already hold a valid NATO personnel security clearance or a valid personnel security clearance (PSC) at the appropriate level issued by the candidates parent National Security Authority (NSA) / Designated Security Authority (DSA) or any other competent security authority: this may include NATO International Civilians temporary staff consultants contractors interns Voluntary National Contributions (VNCs) and members of Allied National administrations.

1. SUMMARY

NATOs Council Secretariat bears overall responsibility for the end-to-end enablement of Alliance consultation and decision-making processes from planning and organisation to their effective and efficient implementation. It thereby provides organisational support and advice to the NATO Secretary General and the North Atlantic Council as well as to individual Allies and Partners. The Secretariat is structured in three sections: (i) Council Committee and Conference Services; (ii) Protocol and Events; and (iii) Linguistic Services. The Secretariat also leads the NATO Summit and Ministerial Task Force. It is further responsible for all Protocol issues involving the Secretary General the Deputy Secretary General and the Council.

The incumbent serves as key advisor on management issues and Deputy to the Director of the Council Secretariat assuming related management and coordination tasks in their absence. They assist the Director in the overall leadership direction and management of the Secretariat promoting operational excellence and the implementation of sound and inclusive management principles. They thereby help ensure the effective and efficient accomplishment of the Council Secretariats mission priorities and objectives in line with overall Alliance objectives. They identify plan and implement initiatives and business processes aimed at improving efficiency and proficiency across all sections.

They are responsible to the Director for overseeing the efficient management of the Secretariats resources including budgetary and human resources as well as information and communication technology. They will thereby put a premium on innovation and early adoption of technology in support of enhanced business processes working methods and IKM and lead on related change management. Within their area of responsibility they will represent the Director in relevant corporate initiatives and projects. They will also be in charge of ensuring that the Secretariat responds to all administrative and due diligence requirements in terms of reporting and auditing in a timely manner. They will oversee and organise the work of the Council Secretariats Front Office and act as their line manager.

Key challenges facing the successful candidate for this post during the next 2-3 years will include:

1. Designing developing and adapting management and business processes for an exponentially growing and versatile team supporting an integrated way of working across CONSEC and furthering operational output customer service and staff satisfaction;
2. Overseeing and coordinating a full review of IKM related processes and tools currently in use in CONSEC and proposing relevant upgrades and implementation strategies;
3. Steering or contributing to innovative corporate projects in the areas of consultation communication event management or linguistics.

I In addition to completing the application form including the pre-screening questions candidates will be asked to attach one MS Word document (please limit yourself to maximum one A4 page) summarising their views on the key (and possible other) challenges and how they would address them if selected for the position. This essay will be evaluated as part of the shortlisting assessment (see full instructions on how to apply at the end of the vacancy notice).

As part of the Council Secretariat the post holder may be required to travel occasionally and work beyond standard office hours when required.

2. QUALIFICATIONS AND EXPERIENCE

The candidate must:

• possess a university degree from a recognized institution in a field relevant for this position;
• have at least 10 years of experience in a multilateral environment in progressively responsible positions out of which at least 5 years of organisational management experience project and resource management;
• have a proven track record of creating a high-level strategy and successfully leading organisations to develop and implement the necessary policies and procedures;
• have demonstrated experience in leading on change initiatives;
• have experience managing cross-functional teams;
• have strong written and oral communication skills including the ability to draft and review documents addressed to senior leadership;
• have experience facilitating high-level dialogue and consensus in a multilateral organisation;
• possess the following minimum levels of NATOs official languages (English/French): VI (Proficiency) in one; II (Elementary) in the other.

3. DESIRABLE

The following would be considered an advantage:

• management experience in the NATO operating environment and related knowledge of NATO structure practices and business processes;
• knowledge and experience in working in/with one or more of the business domains of the Council Secretariat (Council Committee Conference services Protocol and Events; Linguistic Services);
• experience with planning execution and oversight of delivery of complex technology capabilities.

4. MAIN ACCOUNTABILITIES

Vision and Direction

Assist the Director in setting priorities and objectives for the Council Secretariat in alignment with the strategic direction of the Alliance. Help develop communicate and implement a vision based on well-defined priorities and objectives. Assist the Director in ensuring the proper management of human budgetary and technological resources.

People Management

Assist the Director in managing balanced workload and resilience across the Secretariat. Act as a role model of inclusive leadership and promote collaboration flexibility and innovation in close cooperation with Section Heads. Lead on the organisation of the Secretariats Front Office including a team of assistants providing administrative IKM and budget support. Provide regular and fair feedback on performance informally as appropriate and through the HQ Performance Review and Development (PRD) system. Identify possible development and mobility opportunities for team members.

Stakeholder Management

Develop and foster relations at senior levels to facilitate collaboration and output. Participate in relevant committees task forces boards panels and working groups linked to business integration as appropriate.

Planning and Execution

Assist the Director in overarching management and coordination of the Council Secretariat and proactively analyse and address future needs.

Organisational Efficiencies

Assist the Director in managing the organisational structures of the Council Secretariat and promote efficient use of existing resources including by developing and promoting improved business processes tools and technologies.

Financial Management

Assist the Director in establishing objectives and priorities propose budget aligned with the latter and exercise oversight and management in terms of budget implementation.

Project Management

Manage workload ensure prioritisation and ensure that project/programme deliverables are attained and guide their progress. Identify risks and undertake contingency planning to mitigate them.

Policy Development

Review and contribute to policy papers and reports related to subjects under the Secretariats purview.

Knowledge Management

Ensure that the Secretariats corporate knowledge is retained accessible to a variety of differentiated stakeholders and managed according to state-of-the-art IKM policies and principles in close coordination with relevant initiatives taken at Enterprise level.

Perform any other related duty as assigned.

5. INTERELATIONSHIPS

The incumbent reports to the Director of the Council Secretariat Secretary of the Council and Chief of Protocol and works closely with the Deputy Secretary of the Council the Deputy Chief of Protocol and the Head of Linguistics Services forming together an integrated management team. The incumbent will maintain communication and coordination with in-house stakeholders including the Office of the Secretary General - and notably with the Director General for Management and Deputy Director General for Management senior interlocutors in IS Divisions and independent offices as well as NATO Military Authorities/IMS. The incumbent will be the line manager for the Council Secretariats Front Office which includes two Front Office Assistants 1 IKM Coordinator as well as 1 Budget assistant.

6. COMPETENCIES

Candidates must demonstrate the following competencies:

• Achievement: Sets and works to meet challenging goals;
• Change Leadership: Personally leads change;
• Conceptual Thinking: Clarifies complex data or situations;
• Developing Others: Provides in-depth mentoring coaching and training;
• Impact and Influence: Uses indirect influence;
• Initiative: Plans and acts for the long-term;
• Leadership: Positions self as the leader;
• Organisational Awareness: Understands organisational politics;
• Self-Control: Stays composed and positive even under extreme pressure.