Assistant, Resource Management
🔍 Belgium
- 📅
- 250962 Requisition #
1. SUMMARY
The mission of the NATO Science & Technology Organization (STO) is to help position the Nations and NATO’s S&T investments as a strategic enabler of the knowledge and technical advantage for the defence and security posture of NATO and Partner Nations.
The Office of the Chief Scientist (OCS) is chartered to provide executive and administrative support to the Chief Scientist in fulfilling his/her roles as the Chair of the STB and the senior scientific advisor at NATO Headquarters.
The Strategy & Policy Branch (GSX) provides the primary support to the Chief Scientist in the roles of Chair of the NATO Science & Technology Board (STB) and Head of the OCS.
The STB Secretariat and OCS Resources Cell (GSS) is responsible for the management of STB meetings and the handling of STB documents, including the coordination of STB-related matters across the CSO, CMRE, and OCS. Further, the Cell supports the Chief Scientist in managing the OCS resources within the NATO HQ context.
The incumbent performs a range of administrative duties further described in the “Main accountabilities’ paragraphs. An essential facet of the function is contributing to the workforce management and budget planning/monitoring of the OCS.
2. QUALIFICATIONS AND EXPERIENCE / ESSENTIAL QUALIFICATIONS: ESSENTIAL
The incumbent must :
- have a post high-school specialized education as a multilingual assistant with a training in resource management. Exceptionally, the lack of a high school degree may be compensated by the demonstration of particular abilities or experience of interest to the Alliance and a vocational training of at least 1 year full time;
- possess significant previous experience, minimum 7 years, of which minimum 4 years, in planning, programming and budgeting;
- possess previous experience in working in an international and multicultural environment. This pertains in particular to NATO or comparable organizations;
- have practical experience in Security Matters and Information Management;
- have excellent drafting and presentation skills;
- have a proficient knowledge of software packages, in particular the Microsoft Office suite (including Outlook, Word, Excel, PowerPoint, SharePoint);
- possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; 3 (“Intermediate”) in the other; The work in the STO is mainly conducted in the English language;
- Be flexible to work and travel outside normal office hours when required.
DESIRABLE
The following would be considered an advantage:
- further educational degree in international relations or a finance related discipline or acquired equivalent international experience;
- experience of working as secretary/personal assistant to a high-level manager (general officer or equivalent);
- experience in organizing multinational events;
- experience in taking notes and writing meeting reports;
- excellent knowledge of both NATO official languages;
- knowledge of other language(s);
3. MAIN ACCOUNTABILITIES
In coordination with the STO Executive Coordinator, the incumbent provides the primary support to the Chief Scientist in contributing to the management of the OCS resources and is responsible for:
- Supporting the workforce management of the OCS and coordinating workforce planning and reporting across the STO Executive Bodies:
- Supporting the Chief Scientist as Peacetime Establishment Authority (PEA) by:
- Planning and monitoring OCS budget authorization and execution:
- Interacting with the providers of Shared Services (including IS/Executive Management and NCIA) at NATO HQ as appropriate.
- Initiating, developing and implementing task-related office procedures, standards and practices.
- Planning and monitoring OCS budget authorization and execution:
- Supporting the Executive Coordinator in his/her role as STB Secretary and participating at meetings of the STB;
- Attending other Committees’ meeting, where the incumbent represents the Chief Scientist, the STO Executive Coordinator and the OCS, as directed by the Chief Scientist;
- Acting as OCS Security Officer in charge of the implementation of NATO security policy through and in collaboration with the NATO Office of Security (NOS). (The incumbent is responsible for the physical security of OCS staff and the implementation of information security within the OCS.);
- Managing IT requests and software acquisitions through the Shared Services provider;
- Maintaining the inventory of the OCS assets;
- Providing backup to the Principal Assistant;
- Performing other related functions, as directed by the Chief Scientist.
4. INTERRELATIONSHIPS
The incumbent reports to the STO Executive Coordinator and has by the nature of the post daily interactions with the Chief Scientist, members of the OCS, and the Assistants and resource managers in other STO Executive Bodies, the STO Financial Controller’s office, and the providers of Shared Services at NATO HQ.
Direct reports: N/A
Indirect reports: N/A.
5. COMPETENCIES
- Achievement
- Flexibility
- Initiative
- Empathy
- Customer Service Orientation
- Clarity and Accuracy
- Teamwor
- Self-control
In accordance with the NATO Civilian Personnel Regulations, the successful candidate will receive a definite duration contract of three years, which may be followed by an indefinite duration contract.
7. USEFUL INFORMATION REGARDING APPLICATION AND RECRUITMENT PROCESS
Please note that we can only accept applications from nationals of NATO member countries. Applications must be submitted using e-recruitment system, as applicable:
- For NATO civilian staff members only: please apply via the internal recruitment portal (link);
- For all other applications: www.nato.int/recruitment
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More information about the recruitment process and conditions of employment, can be found at our website (http://www.nato.int/cps/en/natolive/recruit-hq-e.htm)
Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate), approval of the candidate’s medical file by the NATO Medical Adviser, verification of your study(ies) and work experience, and the successful completion of the accreditation and notification process by the relevant authorities.
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 NATO’s sole discretion, and NATO reserves the right to take further steps in such cases as appropriate.
8. ADDITIONAL INFORMATION
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.
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.
Candidates will be required to provide documented medical evidence to support their request for accommodation.
Building Integrity is a key element of NATO’s core tasks. As an employer, NATO values commitment to the principles of integrity, transparency and accountability in accordance with international norms and practices established for the defence and related security sector. Selected candidates are expected to be role models of integrity, and to promote good governance through ongoing efforts in their work.
Due to the broad interest in NATO and the large number of potential candidates, telephone or e-mail enquiries cannot be dealt with.
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.
The nature of this position may require the staff member at times to be called upon to travel for work and/or to work outside normal office hours.
The organization offers several work-life policies including Teleworking and Flexible Working arrangements (Flexitime) subject to business requirements.
Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment.
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