Senior Assistant (Admin)
Senior Assistant (Admin)-190127
International Military Staff
Euro (EUR) Yearly
OPEN TO NATIONALS OF NATO MEMBER STATES ONLY
STAFF VACANCY 190127
DIVISION: International Military Staff
TITLE: Senior Assistants (ADMIN)
Please note that the competition for this post will take place in Brussels and is provisionally scheduled for end May 2019
1. Post Context. Several posts as Senior Assistant (ADMIN) in the International Military Staff (IMS) are or will become vacant in the near future. The successful candidates will be responsible for efficiently handling a wide range of support tasks of an administrative and organisational nature and ensuring the smooth operation and information flow in an IMS Division. The Senior Assistant is responsible to the Executive Officer (XO) for the efficient operation and management of the administrative functions and for the provision of administrative support to the divisional Director (Dir) and Deputy Director (DDir).
2. Principal Duties.
* Being responsible for the management and efficient operation of the outer office administration;
* Maintaining the schedule of workflow and social appointments;
* Acting as point of contact for initial requests addressed to the Dir of varying nature, both from IMS and International Staff (IS) channels and maintaining lists of internal and external contacts;
* Ensuring that preparation and handling of all documents for action or signature is carried out in accordance with appropriate NATO administrative procedure guidelines;
* Drafting routine correspondence in response to non-technical or administrative enquiries;
* Providing guidance/training to divisional Administrative Assistants (AAs) on administrative procedures;
* Assisting in the preparation of agenda/programmes, meeting summaries and supporting documentation for meetings, working groups and conferences chaired, administered or attended by Dir and DDir;
* Providing support in executing the management of all divisional personnel related matters including;
+ Management of the timely delivery of efficiency reports for military staff and ensuring timely completion of performance assessment tasks of civilian staff;
+ Coordinating leave and managing recuperation requirements of civilian staff in order to ensure coverage of all offices in the division;
+ Developing and maintaining information exchange with IMS Human Resources (HR) in coordination with the AAs in order to keep the Leave System updated (including sick leave/training/TDY) of civilian staff and reporting any other unaccounted for absences of civilian staff to IMS HR;
+ Interacting with IMS HR for the implementation of the training policy including requests for courses for military and civilian staff within the division.
* Assisting the XO in the screening of all incoming correspondence, documents and messages, inviting the attention of the leadership to items of special interest and in consultation with them, assigning responsibility for action as appropriate and following up on deadlines, as required;
* Assisting in the management of divisional information, knowledge and workflows;
* Being responsible for the preparation of travel arrangements, primarily for the Dir, using the NATO Financial System (FinS) and the NATO HQ travel agency, preparing booking of hotel accommodation and processing the reimbursement of incidental expenses after travel has been completed;
* Preparing travel detailed agendas and hospitality expenses when needed;
* Assisting in the preparation of divisional social events inside and outside of NATO HQ (lunches, dinners and other such gatherings);
* Acting as the divisional alternate fund manager, he/she:
+ Manages and stays abreast of the divisional budget through the FinS and ensures the timely preparation and processing of the yearly budget and mid-year review;
+ Advises the XO and maintains oversight of funds by tracking, controlling and analysing the division's funds and provides status reports as required;
+ Provides financial assistance and statistical data as required;
+ Manages and coordinates the divisional procurement of budgetary expenditures and provides for their distribution and updating as required;
+ Solicits and consolidates travel funds requirements for the division for inclusion in the yearly budget screening and mid-year review.
3. Special Requirements and Additional Duties.
* Performing additional related duties, albeit in a different organisational element to which the individual normally works;
* Traveling both within and outside of NATO boundaries;
* Working irregular hours and overtime whenever necessary;
* Performing a role in the NATO HQ Crisis Management Organisation during exercises and in times of tension, crisis and war.
4. Essential Qualifications.
* At least four years' experience in comparable duties;
* Excellent secretarial, administrative and communication skills;
* Experience in the organization of conferences, meetings and social events and/or programme administration and financial matters;
* Ability to work independently on day-to-day tasks with minimal supervision;
Education/Training. The successful candidates must be educated to at least higher secondary level (at least to ISCED level 3, category 34 subcategories3/4) or to general secondary level and have completed advanced secretarial training (at least to ISCED level 3, category 35 subcategories 3/4).
Languages. Candidates must have a very good command of spoken and written English. The working language in the IMS is English and therefore candidates will be required to pass a one-hour multiple choice computer-based test in English at the required level as well as to demonstrate their abilities in the written test and interview.
ADP Knowledge. Use of MS-Office applications in crucial to the effective and successful execution of daily duties. In-depth knowledge and advanced working user experience with Word, Excel and Outlook, and intermediate working knowledge of PowerPoint. Candidates will be required to pass the NATO HQ Microsoft Proficiency Test in these four applications at the required level. Candidates must also have working knowledge of information management applications such as SharePoint and basic working user experience with web-based administrative applications.
5. Desirable Qualifications.
* Good knowledge of the NATO structure and in particular NATO HQ;
* Previous working experience in a NATO body or in an international organisation:
* Clear and detailed understanding of the IMS and the IS and its procedures;
* Administrative vocational training/secretarial school qualification;
* Diploma/university degree level education (at least to ISCED level 6, categories 64 and 65, subcategories 5/6).
Languages. A good command of spoken and written French.
6. Personal Attributes.
* Have a high degree of integrity, tact, a keen sense of judgement and a sound personality;
* Be stress resistant, able to fit in a close-knit team and able to work in harmony with others in a multinational environment;
* Be able to deal effectively with other administrative staff within the IMS and NATO HQ;
* Be self-confident, discreet and comfortable in dealing with a wide range of senior staff and visiting VIPs;
* Have good planning and organizational skills;
* Have the ability to perform independently, quickly and effectively under pressure;
* A readiness to work overtime at short notice to complete urgent assignments.
* Candidates must demonstrate the following competencies:
+ Clarity and Accuracy: Monitors others' work for clarity;
+ Customer Service Orientation: Takes personal responsibility for correcting problems;
+ Empathy: Read non-verbal cues and understands meanings;
+ Flexibility: Acts with flexibility;
+ Initiative: Is decisive in a time-sensitive situation;
+ Organizational Awareness: Understands organizational climate and culture;
+ Teamwork: Solicits input and encourages others.
7. Professional Contacts. On a routine basis, the Senior Assistant has working contact with the Dir, the DDir and the XO, the offices of the Chairman of the Military Committee, Director General of the IMS and the Executive Coordinator, HR and other Branches in IMS, the Front Offices of other divisions in IMS and IS, as well as military authorities and NATO Agencies to exchange information.
8. Contribution to the Objectives. The Senior Assistant contributes directly to the effective performance of the duties of the Division by providing support/advice across the full range of administrative activities. He/she may negotiate at own level and as alternate fund manager, influences the decisions to obligate resources of the Division.
* Security Clearance - NATO SECRET (if not currently held, the incumbent must be eligible for this level of clearance).
* Work Environment - Normal office environment.
10. How to apply.
Applications must be submitted by 17 March 2019 (23:59 hrs Brussels time) using one of the following links, as applicable:
* For NATO civilian staff members only: please apply via the internal recruitment portal (for more information, please contact your local Civilian HR Manager);
* For all other applications: www.nato.int/recruitment
11. Additional Information.
The successful applicants will be offered a three-year definite duration contract which may be renewed. If successful candidates are seconded from a national administration, public institution or the armed forces of a NATO member state, they will be offered a three-year definite duration contract which may be renewed for a further period of up to three years. The maximum time of service in post for seconded staff is six years. Serving NATO international civilian personnel will be offered a contract in accordance with the NATO Civilian Personnel Regulations.
Appointment will be subject to the deliverance of a NATO SECRET security clearance by the national authorities of the selected candidates and approval of the candidates' medical file by the NATO Medical Adviser.
A written test will be held as part of the selection procedure.
Applicants who prove to be competent for the post but who are not successful in this competition may be offered an appointment in another post of a similar nature, which might become vacant in the near future, albeit at the same or lower grade, provided they meet the necessary requirements.
The IMS at NATO Headquarters in Brussels, Belgium, is committed to providing equality in working opportunities regardless of sex, race or ethnic origin, religion, disability, age or sexual orientation.
The IMS is a non-smoking environment.