Senior Assistant (IKM/Registry)

Post Context

Headquarters Allied Joint Force Command Norfolk (JFCNF) provides a resilient, static Joint headquarters to plan, prepare and conduct operations across all domains in peacetime, crisis and conflict, in order to support NATO’s three core tasks, at the Joint Operational level, as directed by SACEUR.

The Support Directorate is responsible for planning, directing, monitoring, assessing and coordinating Support staff functions. It assists and provides and advises on policy matters and in the execution of all support activities, including provision of regional focus. Direct and oversee all J1, J4, J6 activities.

As an integral part of the development of Joint Force Command Norfolk, the Programme Management Office for JFCNF 2.0 provides:

• a holistic, cross-functional, objective analysis and advisory capacity for the delivery of JFCNF 2.0 across the HQ, IAW MC direction and aligned to AAP-16(E) Procedures.
• a HQ-wide strategic organisational change management capability for the delivery of JFCNF 2.0;
• a common Project and Programme Management capability within ACO based on proven project and programme management principles and techniques.

The Staff Assistant (IKM / Registry) ensures Information and Knowledge Management throughout the life of the project and manages internal and external communication plans including synchronization of messages to be conveyed / enable risk assessment and mitigation for courses of action in support of facilities, infrastructure, CIS requirements development to completion of project.

Principal Duties:

The incumbent’s duties for the provision of Information and Knowledge Management (IKM) include:

• The development and implementation of an IKM plan.
• Provide functional administration of JFCNF’s current document management system and collaboration systems.
• Provide guidance to the best use and employment of current IKM tools.
• Managing the collection, retrieval, organization, storage, protection and disposal where necessary of all incoming and outgoing documents according to NATO and JFCNF IKM policies.
• Managing access to information by Project team members and external stakeholders based on their accreditations, the NATO and JFCNF security directives and the “Need to know” and the “Necessity to share” principles.

The incumbent’s duties for provision of Communication Management include:

• The development and implementation of a Project Communication Plan.
• The development and implementation of an Information Campaign as part of the Project Communication Plan.
• The management of the sequence of reports as part of the Project Communication Plan
• The maintenance of the PMO presence on NATO Information Portal as part of the Information Campaign.
• The distribution of information as part of the Information Campaign.
• The coordination with internal and external stakeholders of release of information to ensure compliance with NATO / JFCNF and HN (USA) policy / procedures and protection of intellectual property and business confidential information.

The incumbent’s duties for Support to Business Management and Admin Support include:

• Support of all meetings and WGs held between the PMO and internal/external factors including the preparation of support documents, briefings and reference material; coordination of attendance and protocol requirements and supervising follow up action activity and records of decisions and meeting minutes.
• The production of correspondence with HN, NATO HQ, NMRs and other external actors.
• Tracking suspense and deadlines for the deliverables to be received and of those to be submitted.
• Maintaining technical files and documents for the projects, also office files, forms, publications, rosters and other administrative records; secures classified materials as required.
• Keeps internal registration of all correspondence related to the projects.
• Maintains records of all configuration change control of the projects, non-compliance reports and proposed solutions.
• Any other additional admin tasks given by the PMO Deputy Director.
• Budget assistant for the PMO including the tracking and reporting of operating expenditure against budget limits.
• Maintaining current office calendars for key staff meetings, appointments, official travel requirements, and events relevant to the PMO and its personnel.

Essential Qualifications / Experience:

• Higher Secondary education and completed higher vocational training in library, information science, management information systems, computer science 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.
• Four years' experience in maintaining and administrating information management portals.
• Four years' experience in archival and records management principles and practices.
• Four years' experience in staff processes, procedures and information management.

Language:

English - SLP 3322 - (Listening, Speaking, Reading and Writing)

Desirable Qualifications / Experience:

• University Degree in information technology.
• Expertise in using a variety of databases and web-based software applications applicable to electronic documents management.
• Experience in international or multinational operational headquarters.

Attributes/Competencies:

Personal Attributes:

• Considerable maturity and professional judgement are required to make recommendations and, possibly, decisions on how to manage classified information and records in accordance with NATO Security and IKM D&G.
• Possesses good interpersonal and communication skills and is able to work effectively in a multicultural environment.
• Good health and ability to cope with stress (there is a requirement to work under pressure, with a high workload and some irregular working hours).

Professional Contacts:

Must be able to liaise effectively both within and outside the HQ with international senior military and civilian personnel. Outside contact includes senior officials in NATO HQ, SHAPE, ACT, NATO agencies and national government agencies and industries.

Contribution To Objectives:

The work of the incumbent impacts both directly and indirectly to the work and objectives of JFCNF. The work will directly impact on the strategic objectives of the organization and will refine the efficiency and effectiveness of the management process to deliver capabilities.

Security Clearance

The successful applicant will be required to apply for and receive NATO SECRET Security Clearance prior to final confirmation of contract and commencement of employment.

The incumbent may be required to undertake deployments in support of military operations and exercises, and/or TDY 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.

Contract

Currently, this post has been approved for a 3 year period only. The future of this post beyond this 3 year period is currently unknown.

• Serving NATO International Civilian staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.
• Newly recruited staff will be offered a three-year definite duration contract.

Notes for Candidates

The JFC Norfolk Website gives full details on the eligibility criteria and application processes to be adopted by all candidates.  However, candidates should particularly note:

Please answer each of the pre-screening questions completely in English. Expressions such as: “please see attached CV, please see annex, please see enclosed document, etc” are not acceptable; this is a cause of immediate rejection of the application.

Particular attention should be given to the 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.

The candidature of NATO redundant staff at grade G12 will be considered with priority.

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.

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.

This vacancy will close on 5 August 2025 @ 17:59hrs (EDT)/11:59hrs (CEST).