Staff Assistant (Registry & Distribution)

Post Context

ACT contributes to preserving the peace security and territorial integrity of Alliance member states by leading at Strategic Command level Warfare Development required to enhance NATOs posture military structures forces capabilities and doctrines.

The Command Group provides general support coordination management administrative service and specialist advice to SACT DSACT and COS.

Chief of Staff (COS) is responsible to SACT and DSACT for the staff activity necessary to execute ACTs mission. It is the focal point for the implementation of the Commanders direction and guidance as well as the initiation and co-ordination of all ACT staff efforts.

Supreme Allied Commander Transformations Representative in Europe (SACTREPEUR) is the Commanders direct representative and the staff (STRE) are ACTs permanent advocates and interlocutors in Headquarters NATO acting as a force multiplier through their collocation and intimate understanding of the headquarters workings and personalities. SACTREPEUR and STRE operate across three related functions: carrying ACTs position into formal events; shaping the environment in Headquarters NATO for successful ACT outcomes; and being active sensors to make sure through dialogue and formal reporting that leadership and staff in HQ SACT have an understanding of the prevailing environment in NATOs political headquarters.

The Staff Assistant (Registry and Distribution) is responsible for the coordination and execution of all administrative activities within the STRE Staff.

Principal Duties:

• Responsible for the handling routing filing and preparation of incoming and outgoing correspondence/documents.
• Maintaining accountability of classified material.
• Maintain liaison with the Personnel Administrative and Supply Branches and the Registries of the International Military Staff International Staff and HQ SACT on administrative matters.
• Assist in maintaining plant property logs and ledgers (to include ADP equipment) and other associated files to enable continuous audit for accountability and scheduled replacement of plant property.
• Responsible for the transfer and destruction of classified material received and processed by STRE.
• Responsible for Security of Information (documents).
• Assist with Communication and Information Systems (CIS) security.
• Supply Clerk responsible for ordering procuring and maintaining consumable office supplies for staff.
• Prepare and maintain Briefing Books and files as directed.
• Search for documents in the document management system) as directed and send them via E-mail.
• Assist Visitor Support with assigned duties.

Essential Qualifications / Experience:

• Higher Secondary education and intermediate vocational training which might lead to a formal qualification with 2 years experience or Secondary education and completed advanced vocational training leading to a professional qualification or professional accreditation with 4 years post related experience.
• Administrative specialist.

Language:

English - SLP 3322 - (Listening Speaking Reading and Writing)

Attributes/Competencies:

Personal Attributes:

• Tact & diplomacy in dealing with a wide range of stakeholders often at senior level. Good interpersonal and communication skills are required. The ability to adapt to flexible work patterns and to work as part of a team or teams.

Managerial Responsibilities:

• There are no subordinates to this post but the incumbent must be able to work as part of a team drawn from within and beyond STRE persuading and reasoning to achieve solutions. The individual will be guided where required by virtue of knowledge or experience.

Professional Contacts:

• The incumbent must develop and maintain professional contacts often at a higher level both within STRE but also across HQ NATO and back into HQ SACT staffs.

Contribution To Objectives:

• This post is the primary Subject Matter Expert for Administration in the STRE Registry. This post is responsible for administration of the registry which is a central node of STRE operation. This post makes a critical contribution to the smooth operation of the STRE staff. The post holder carries more responsibility than a registry assistant operating as part of a bigger registry staff. This post as it is digital has a greater responsibility and burden to ensure things operate efficiently.

Security Clearance

The successful applicant will be required to apply for and receive a NATO SECRET Security Clearance prior to final confirmation of contract and commencement of employment.

Contract

Serving NATO International Civilian staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations. Newly recruited staff will be offered a three year definite duration contract.

Notes for Candidates

The HQ SACT web site gives full details on the eligibility criteria and application processes to be adopted by all candidates. However candidates should particularly note:

Please answer each of the pre-screening questions completely in English. Expressions such as: please see attached CV please see annex please see enclosed document etc are not acceptable; this is a cause of immediate rejection of the application.

Particular attention should be given to Education and Experience section of your application form which should be populated with details of your career to date and educational achievements and certifications as they relate to your application.

The candidature of NATO redundant staff at grade G8 will be considered with priority.

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.

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.

This vacancy will close on 02 February 2026 @ 17:59hrs (EST)/11:59hrs (CET).