NATO UNCLASSIFIED. STAFF VACANCY IMS/013/ December 2005

Transcription

1 INTERNATIONAL MILITARY STAFF ETAT-MAJOR MILITAIRE INTERNATIONAL STAFF VACANCY IMS/013/ December 2005 DIVISION : NATO Headquarters C3 Staff/ SPECTRUM MANAGEMENT BRANCH TITLE : Assistant ( Admin) GRADE : B.3 POST CONTEXT A secretarial post acting in an administrative capacity in a multinational environment in support of the Branch Chief and Spectrum Management Branch (SMB) Staff Officers (OF 5/4 level). PRINCIPAL DUTIES 1. Duties include: a. providing secretarial and administrative support to the SMB; b. collecting and delivering documents to and from the Central Registry, other branches, offices, etc. and message centres external to NATO Frequency Management Sub-Committee (FMSC); c. logging, routing and maintaining a smooth flow of incoming and outgoing documents up to NATO SECRET; d. distributing, controlling, and collecting classified documents and material at FMSC meetings and subordinate Groups; e. supporting the preparation of conference rooms for meetings at NATO HQ, including the provision of recording and visual aids equipment; f. maintaining the filing of documents as instructed by the Branch Chief, and preparing the Branch Chief s folders for NC3B and NC3 REPs meetings; g. maintaining and overseeing all subordinate Working Group databases to ensure accurate recording of documents. In respect to this duty, he/she should have access rights to all files within the responsibility of the SMB files; h. assisting with the preparation of agendas, programmes, supporting documents, and background material for meetings and its working groups and supporting such meetings administratively; 1

2 i. preparing working documents, messages and routine correspondence in the appropriate draft format; processing such documents (layout, format, etc) in final copy form to the appropriate staff officer for his/her coordination and/ or signature or for final approval by Branch Chief and Director; j. preparing all mission documentation, including booking hotel accommodation and making travel arrangements for Branch personnel; k. undertaking Outer Office duties for the Branch Chief in respect to taking telephone calls and receiving visitors. In the absence of the Branch Chief, referring such callers and visitors to an appropriate Staff Officer; l. supporting the secretary of FMSC in dealing with specific EAPC/PfP or visitor matters, including financial issues, visas, hospitality, hotel bookings, etc; m. maintaining the Branch Chief s diary and the Branch weekly Agenda, recording leave of absence and TDY of the Branch members and reporting daily to the Branch Chief or designated officer to update work priorities; n. replacing other administrative assistants, in case of absences and in parallel with primary duties. ADDITIONAL DUTIES 2. The incumbent may be required to: a. undertake TDY assignments both within and outside of NATO s boundaries; b. perform a role in the IMS Crisis Management Organisation (CMO) during exercises and in times of tension, crisis and war; c. perform such other related duties such as may be directed. ESSENTIAL QUALIFICATIONS 3. Professional. The incumbent must have: a. minimum 4 years secretarial and/or administrative experience; b. passed the NATO typing test (45 wpm) in one of the official languages of NATO (preferably in English); c. experience with word processors, personal computer applications, spreadsheets and databases as follows : (1) Word Processing: Advanced Knowledge. (2) Spreadsheet: Working Knowledge. (3) Graphics Presentation: Working Knowledge. 2

3 (4) Database: Basic Knowledge. (5) Outlook: Working Knowledge. d. be able to demonstrate at least one additional skill. The Organisation is particularly interested in : - shorthand in one of the two official languages of NATO (90 wpm); - experience in organising conferences or programme administration; - accounting expertise - working knowledge of an additional language of a NATO member nation or Partner For Peace nation. 4. Education/Training. The incumbent must have a good general education at least to higher secondary level, or to secondary level complemented by secretarial school. 5. Security Clearance. NATO SECRET. 6. Languages. English (SLP) 4444 (listening/speaking/reading/writing very good) DESIRABLE QUALIFICATIONS 7. Professional Good knowledge of NATO Organisation. 8. Language French (PLS) 3333 (listening/speaking/reading/writing good) [NOTE The work, both oral and written, in this post and in the Headquarters as a whole is conducted mainly in English.] PERSONAL ATTRIBUTES 9. Certain core competencies are required from all employees of NATO, as follows : a. a high level of personal integrity, tact and discretion; b. the determination to achieve agreed personal and organisational objectives; c. flexibility and adaptability; d. the ability to work collaboratively in a multinational workplace; e. a service oriented attitude. 3

4 10. In addition, the following professional competencies are required : a. good interpersonal skills; b. good planning and organisational skills; c. a sense of initiative. NOTE : The candidate selected will be appointed at grade B.2, until such time as all above criteria are met in full unless this is already the case at the time of the selection. CONTRIBUTION TO THE OBJECTIVES 11. The incumbent will be expected to ensure the administrative smooth running of the Branch on a daily basis, thereby assisting the Branch in achieving its objectives within the Organisation. WORK ENVIRONMENT 12. Normal NATO office working environment. However, the incumbent should be prepared to work irregular hours whenever necessary. DATE LIMIT 13. Applications for this post must be made in writing, using the standard NATO application form which can be downloaded from the intranet ( or the internet ( and submitted before : Monday 16 January 2006 Applications should be forwarded to Ms Hélène Harvey, Human Resources Office, International Military Staff, Room T-2036, NATO Headquarters, Avenue Leopold III, 1110 Bruxelles. Candidates are also invited to submit an advance copy of their applications by to [email protected] for the attention of Ms Hélène Harvey. Candidates are requested to mention their telephone extensions in their applications. Applications from NATO international civilian personnel should be made through the candidate s Head of Personnel Services. Applications from candidates who do not meet the required qualifications will not be taken into consideration. Applications submitted after the date limit indicated above may be accepted provided they arrive in time for the candidates concerned to be considered for interview. Please note, however, that we expect to issue invitations to candidates for written test/interview shortly after the closing date above. 4

5 NOTE 14. As part of the selection procedure a written test may be held. 15. The successful applicant will be offered an initial three-year contract and then, subject to satisfactory performance, a contract of indefinite duration. NATO international civilian personnel will be offered a contract in accordance with the NATO Civilian Personnel Regulations. 16. Prior to appointment, selected candidates are required to pass a medical examination by a doctor approved by the Organisation in order to ensure that they fulfil the physical standards demanded by the exercise of the functions of the post. 17. Applicants who prove to be competent for the post but who are not successful in this competition may be offered an appointment in another Administrative Assistant post which might become vacant in the near future. L. VITIELLO Colonel, ITAF Head of Human Resources International Military Staff N.B. Please note that the International Military Staff at NATO Headquarters in Brussels, Belgium, is a non-smoking environment. 5