Staff Assistant, Conference and VTC Services

Job/Post Number: OJS ZXUX 0061

Post Title: Staff Assistant Conference and VTC Services

NATO Grade: G8 (B-3)

NATO Security Clearance: NATO S E C R E T

Monthly salary: EURO 3683.48

DISCLAIMER: NEWLY APPROVED PE POST PENDING FUNDS APPROVAL. A CONTRACT OF EMPLOYMENT WILL BE OFFERED UPON BUDGET COMMITTEES APPROVAL.

1. Post Context/Post Summary

Headquarters Allied Joint Force Command Naples provides a resilient static Joint headquarters to plan prepare and conduct operations across all domains from Baseline Activities and Current Operations (BACO) including deterrence through Crisis up to the Maximum Level of Effort (MLE) in order to support NATOs three core tasks at the Joint Operational level as directed by SACEUR. Supported by the Single Service Commands Allied Joint Force Command Naples integrates allocated forces including NATO Force Structure entities and synchronizes activity to achieve operational objectives. It maintains comprehensive regional focused situational awareness leads

contingency planning and directs exercises. It also provides out-of-theatre support to enduring NATO operations and could contribute specific Joint competencies to other NATO Command Structure or NATO Force Structure entities. It is capable of commanding a Joint Task Force operating within or beyond SACEURs Area of Responsibility with theatre enablement provided by a dedicated Joint Logistic Support Group Headquarters. It has the capability to deploy tailored elements to enable reconnaissance liaison and coordination and support the Joint Commander. Synchronizes and integrates Joint and Combined armed forces within the Joint Operational Area (JOA) in support of a Joint Task Force. The Management Directorate (MGT) directs the HQ staffing workflow and protocol activities internal security identifies efficiency measures to organisational and procedural issues being responsible for internal control ensures information management and data protection and provides essential support services and facilities management.

The incumbent co-ordinates protocol related VIP-visits and conference room support services.

2. Principal Duties

The incumbents duties are:

- Obtains list of conference attendees and seating arrangements.

- Prepares name cards/table cards as necessary and sets up conference table/conference rooms.

- Keeps track of security classification and measures taken to ensure compliance.

- Determines audio-visual needs and ensures availability of correct equipment for each conference.

- Monitors/adjusts sound system during meetings/conferences.

- Orders and provides refreshments for conferences and visits.

- Conference rooms reservations.

- VTC Operator Protocol Branch/Command Group.

- Provides coordination support and maintenance of audiovisual equipments in fixed and deployed conference spaces.

- Provides as a voice data and videocommunication specialist installation and maintenance of all related equipments.

- Supports VTC and coordinates Conference Room booking.

- Provides routine admin support in the main Protocol Office as directed.

- Supports Command Group Briefings.

- Provides administrative support to CG Level conferences.

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

3. Special Requirements and Additional Duties

The employee 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 The incumbent may be required to undertake TDY assignments both within and outside NATOs boundaries and be willing to work unsocial hours.

The work is normally performed in a Normal NATO office working environment.

Normal Working Conditions apply. The risk of injury is categorized as No Risk.

4. ESSENTIAL QUALIFICATIONS

a. Education and Training

Higher Secondary education and completed higher vocational training in business administration finance economics or related field law public administration or related discipline leading to a formal technical or professional certification with 3 years function related experience

or Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 5 years post related experience.

b. Experience and Qualifications

- Proven experience in protocol and institutional ceremonial procedures and duties within governmental private sector or international organizations

- Proven experience organizing setting up and managing meeting rooms for official meetings ceremonies and high-level engagements to include coordination of seating arrangements protocol layouts and event requirements and coordination with distinguished visitors delegations and host nation stakeholders in support of protocol events including ceremonies conferences HQ visits and associated transportation arrangements

- Experience and knowledge as VTC operator determining audio-visual needs and ensuring availability installation and maintenance of correct equipment for conference rooms

c. Language

English - SLP 3322 - (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 ASSETS

a. Professional Experience

Experience supporting protocol activities within NATO or an international/multinational environment

Experience coordinating official visits ceremonies or high-level events involving senior military or civilian leadership

6. Attributes/Competencies

Personal Attributes: The post requires abilities to adapt to think according to Protocol guidance and common sense to be flexible and to be reactive with tact. The concept of service to Command Group and Flag/General officers (military authorities) is very important and includes great availability.

Professional Contacts: The teamwork is essential. Furthermore there are numerous contacts with authorities. The post needs a good sense of relationships and discretion.

Contribution To Objectives: The achievement of the objectives for the Command Group is the main issue.

There are no reporting responsibilities. This post reports to: Branch Head (Protocol) - OF-4.

This post does not deputises anybody. This post is not deputised by anybody.

7. CONTRACT:

The successful candidate will receive a three-year definite duration contract which may be followed by an indefinite duration contract. NATO-serving staff members will be offered a contract in accordance with the NATO Civilian Personnel Regulations (NCPRs).

The basic entry-level monthly salary for a NATO Grade G8 in Italy is Euro 3683.48 which may be augmented by allowances based on the selected staff members eligibility and which is subject to the withholding of approximately 20% for pension and medical insurance contributions.

8. HOW TO APPLY:

1. HQ JFC Naples uses NATO Talent Acquisition Platform (NTAP) TALEO.

In order to apply for this vacancy please visit the platform at: and search for vacancies within the Headquarters of interest.

2. Essential information must be included in the application form. Each question should be answered thoroughly. Expressions such as please see attached CV or invitations to follow links to personal webpages are not acceptable and will be disregarded. Application forms must be filled out in English. Relevant education and certificates must be attached to the application form.

3. Applications are automatically acknowledged within one working day after submission. In the absence of an acknowledgment please make sure the submission process is completed or re-submit the application.

4. Shortlisted candidates invited to the interview phase will be requested to provide where applicable copies of University diplomas listing the exams sustained transcripts (that is list of courses with grades and dates) for all pertinent university and vocational training courses.

5. Candidates individual telephone or email enquiries about the submission of their applications cannot be dealt with. All candidates will receive a message indicating the outcome of their application.

Note that once you create your profile you will be able to use it on NTAP to apply for other vacancies within NATO.

Employment pre-requisites:

Candidates are invited to submit their applications only if:

They are nationals of a NATO member country

They are over 21 and under 60 years of age at the time of taking up their appointments. Appointments of definite duration may be offered to candidates of 60 years of age or more provided that the expiry date of the contract is not later than the date at which the candidate attains the age of 65.

Additional information:

A NATO security clearance and approval of the candidates medical file by the NATO Medical Advisor are essential conditions for appointment to this post. Applicants are not required to possess a clearance at the time of applying but they must be eligible for a clearance. HQ JFC Naples will take action to obtain the required security clearance from the successful candidates national authorities. The selected candidate will be affiliated to the NATO Defined Contribution Pension Scheme (DCPS). For info please visit Experience:

Staff IC