Staff Assistant (CSO Data Manager)

1. Post Context

Headquarters JSEC provides a resilient operational-level Joint Headquarters capable of supporting 24/7 operations to coordinate enablement (at the operational level) and on order the execution of reinforcement by forces (RbyFo) and sustainment flow in order to contribute to the Alliances ability to project and sustain combat power into across and from the Area of Responsibility (AOR) and if required into a Joint Operations Area (JOA).

The Finance Directorate (J8) is responsible for drafting managing and executing the HQ allocated budgets as well as accounting purchasing and contracting goods and services.

The Support to Operations Branch is responsible for developing and maintaining a Recognized Contractual Picture (RCP) to provide risk analysis on commercial support as well as recommendations focusing on the contractual capabilities gaps and possible overextension of contractors.

The incumbent mainly performs tasks given by respective Contractor Support to Operations (CSO) officers of the branch in order to support respective activities. Further he/she ensures the information and data management of the Branch.

Reporting Line:
This post reports to OJC BXCX 0010 - Branch Head

2. Principal Duties

The incumbents duties are:

a. Performs all activities associated with CSO functions and methodology tasked by respective CSO officers of the branch.

b. Supports in all questions of data and information management.

c. Processes and administers the data and information flow of the Branch.

d. Participates in working groups and boards (JSEC internal).

e. Provides overview on status of reports and returns.

f. Provides status of contract activities as required.

g. Administers contracts certifies vendor compliance etc. as required.

h. Supervises and assigns work priorities and manages the proper execution of tasks within the Branch in line with guidance of Branch Head.

i. Undertakes work as part of a project team or working group as directed or assigned.

3. Special Requirements

a. The incumbent may be required to perform a similar range of duties elsewhere within the organisation at the same grade without there being any change to the contract.

b. The incumbent may be required to undertake deployments in support of military operations and exercises and/or TDY (temporary duty) assignments both within and without NATO boundaries. Such operational deployment may exceed 30 days duration up to 183 days in any period of 547 days and may be on short notice. For NATO International Civilian Staff acceptance of an employment contract linked to this post constitutes agreement to deploy in excess of 30 days if required.

4. Essential Qualifications

a. Professional Experience

This role requires proven experience in contract management more specifically in the overall management and control of the operation of formal contracts for supply of products and services.

This role also requires proven experience in Information Governance more specifically in the overall governance of how all types of information structured and unstructured whether produced internally or externally are used to support decision-making business processes and digital services. Encompasses development and promotion of the strategy and policies covering the design of information structures and taxonomies the setting of policies for the sourcing and maintenance of the data content and the development of policies procedures working practices and training to promote compliance with legislation regulating all aspects of holding use and disclosure of data.

Notably the incumbent:

Works under general direction.

Uses discretion in identifying and responding to complex issues and assignments.

Usually receives specific instructions and has work reviewed at frequent milestones.

Determines when issues should be escalated to a higher level.

Interacts with and influences colleagues.

Has working level contact with customers suppliers and partners.

May supervise others or make decisions which impact the work assigned to individuals or phases of projects.

Performs a range of work sometimes complex and non routine in a variety of environments.

Applies methodical approach to issue definition and resolution. Demonstrates an analytical and systematic approach to issue resolution.

Takes the initiative in identifying and negotiating appropriate personal development opportunities.

Demonstrates effective communication skills.

Contributes fully to the work of teams.

Plans schedules and monitors own work (and that of others where applicable) competently within limited deadlines and according to relevant legislation standards and procedures. Appreciates the wider business context and how own role relates to other roles and to the business of the employer or client.

Generally the post requires professional experience in CSO processes and in administrative management positions where data and information management were key tasks of the incumbent.

b. Education/Training

Higher Secondary education and intermediate vocational training in contract management procurement accounting library information science management information systems computer science or related discipline which might lead to a formal qualification with 2 years experience or Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 4 years post related experience.

The additional job specific qualifications and experience are described under Professional Experience case of ambiguity the required job specific experience has priority over the standard education and training levels and experience described here.

c. Language

a) English - SLP 3333 - (Listening Speaking Reading and Writing)

NOTE: The work both oral and written in this post and in this Headquarters as a whole is conducted mainly in English.

5. Desirable Qualifications

Education/Training

Any further training certificates and courses related to subject field or acquired through NATO (e.g.: Resource Management Orientation Course);

6. Attributes/Competencies

a. Personal Attributes

The incumbent should demonstrate strong personal attributes and behavioural competencies including the Inter-personal sensitivity diplomacy courtesy and tact along with strong good communication skills which are essential to interaction at all levels within and without the organization. Fluency and clarity of expression both oral and written characterise the addition to integrity flexibility and discretion the incumbent must possess planning and organizing and critical thinking skills and commitment. Must be able to set priorities.

b. Professional Contacts

The incumbent should be able to execute duties and functions requiring frequent internal and external contact including coordination of information flow with civil and military stakeholders.

c. Contribution to Objectives

The incumbent will contribute to Situational Awareness (SA) in the area of the Recognised Contract Picture (RCP) and secondly to the Recognised Financial Picture (RFP). Situational Awareness (SA) is essential for mission success of the JSEC and enables the COM to provide an advice to SACEUR.

7. Contract

a. Serving NATO International Civilian staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.

b. In accordance with current policy newly recruited staff will be offered a three-year contract which may be extended subject to a satisfactory recommendation to an indefinite duration contract.

c. Salary/Benefits: The salary is tax free including (where eligible) expatriation family and childrens allowances and additional privileges for expatriate staff; Education allowance for children (where appropriate) and an excellent private health insurance scheme; Generous annual leave and home leave (if eligible); Retirement Pension Plan.

8. Notes for Candidates

a. Applications must be submitted using the e-recruitment system. Applications and other documents will not be reviewed if sent through other formats (including email social network etc). Candidates should particularly note: When completing the application form using NATO Talent Acquisition Platform you are able to add attachments. Only attachments specifically asked for as part of the application process will be considered.

b. 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.

c. All pre-screening questions should be answered completely. Expressions such as: please see attached CV please see annex please see enclosed document etc are not acceptable.

d. Before you apply we encourage you towatch this videoproviding 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 proceedThis videocontains the information you need to successfully submit your application on time.

e. After review of your online application successful candidates will usually be asked to complete a pre-recorded video interview. Shortlisted candidates will then be invited to the final assessments.

f. Appointment will be subject to receipt of a security clearance approval of the candidates medical file by the NATO Medical Adviser verification of the academic background and work experience.

g. 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.

h. The candidature of NATO redundant staff at grade G10 will be considered with priority.

i. 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.

9. Additional information

a. About Ulm: Ulm distinguishes itself as one of Germanys most livable cities by seamlessly blending a high-tech professional landscape with an exceptional quality of life. As a major innovation hub home to the Science Park it is known for its academic and business ecosystem in biotech and AI while its strategic importance is further underscored by the presence of the NATO Joint Support and Enabling Command (JSEC). Stationed at the Wilhelmsburg Barracks JSEC serves as a vital multinational headquarters responsible for the rapid movement and sustainability of forces across Europe reinforcing Ulms role as a key hub in continental security. This global significance is balanced by a convenient 15-minute city infrastructure that ensures almost everything is accessible by public transport foot bike or a short car ride. Residents enjoy a unique harmony between the charm of the historic city center and the natural beauty of the Danube all while benefiting from a safe clean environment excellent healthcare infrastructure and high-speed connections to major cities like Munich or Stuttgart.

b. 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.

c. 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 along with documented medical evidence to support your request.

d. All JSEC personnel are expected to conduct themselves in accordance with the current NATO Code of Conduct as agreed by the North Atlantic Council (NAC) and thus display the core values of integrity impartiality loyalty accountability and professionalism.

e. Due to the broad interest in HQ JSEC and the large number of potential candidates telephone or email enquiries cannot be dealt with.

f. For more information on JSEC please visit ourwebsite.

g. This vacancy will be closed on 11 April 2026 at 11:59:00 PM (CET)