Staff Assistant (Archives)

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 Management Directorate is responsible for the integration, coordination and implementation of services and activities to support, facilitate and contribute to the full JFCNF mission spectrum. The Directorate advises and assists the COS on the implementation of policy and related issues.

The Information and Knowledge Management Branch (IKM) is responsible for ensuring that the right information in the right form is available to the right people and is of adequate quality to satisfy the demands of the organisation.

The Information Hub Section (InfoHub) is responsible the information life cycle for JFCNF. This includes the management of internal and external correspondence; progressing CG decisions, actions and requirements within the JFCNF staff; and overseeing CG workflow including coordination and de-confliction of CG calendars and administering battle rhythms.

The Records Centre and Archives Cell provides CG Registry services, including the management of classified documents and acts as a clearing house for all incoming and outgoing official correspondence.

The incumbent maintains direction and guidance for records management and archiving within the command and ongoing operation.

Principal Duties:

• Implements procedures and guidance on records management and archiving iaw NATO guidelines.
• Evaluates records for preservation and retention.
• Prepare record-keeping systems and procedures for archival and for the retention or destruction of records.
• Catalogues collections and manages information and records.
• Advises users on best practices on access, use and interpretation of records, often through internal courses.
• Facilitates access through user-friendly computer-aided searches and by exploiting ways of networking records and other means of facilitating remote access.
• Facilitates training sessions on records management procedures.
• Writes and retains responsibility for maintaining and corresponding HQ directives on records management and archiving.
• Executes policy and issues guidance on all matters regarding records management within the HQ and supported elements.
• Produces statistical information to Command Group on the status of records management and archiving.
• Provides historical advice and expertise to the Command Group upon request.
• Active participant in meetings and Working Groups about records and archiving.

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.
• Demonstrable knowledge of contemporary archival and records management principles and practices.
• Considerable knowledge of descriptive catalloging principles.
• Experience with automated storage and retrieval systems, electronic records, database design/management and electronic publication.

Language:

English - SLP 3333 - (Listening, Speaking, Reading and Writing)

Desirable Qualifications / Experience:

• Electronic Document Management Systems.
• Experience with NATO guidelines and procedures for archiving and retention.

Attributes/Competencies:

Personal Attributes:

• Good interpersonal and communication skills, poise and tactfulness. Required to track the implementation of records management and archiving procedures and provide sound advice, based on own experience and in line with general NATO rules and procedures. A proven track record in working alone and on own initiative. Considerable professional judgment is a requirement to make decisions on technical matters within the general framework of available procedural guidance.

Professional Contacts:

• Regular contact with NATO authorities involved in information management. Travels to ongoing operations upon request to offer advice on procedures and give direct guidance.

Contribution To Objectives:

• By producing and maintaining IKM guidance, the post has direct influence on the decision processes in the HQ as well as in the mission(s) directed by the HQ.

Security Clearance

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

Contract

• 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 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.

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