Press Tour Assistant

Job title:

Press Tour Assistant

Company:

NATO

Job description

Pending Budget Approval1.SUMMARYNATO’s Public Diplomacy efforts serve a vital function within the Alliance by communicating its purpose and priorities to audiences worldwide. In fulfilling this role, the Public Diplomacy Division (PDD) actively strengthens NATO’s public image, thereby fostering trust in and support for the Alliance. The Division also acts as coordinator for strategic communication activities across all NATO civilian and military bodies and commands.The Press and Media Section is the principal point of contact for all media-related issues at NATO Headquarters.The key function of the incumbent is to assist the Press and Media team with a focus on the organisation and execution of press tours. The incumbent is accountable for efficiently handing a wide range of support duties of an administrative, financial and organisational nature.2.QUALIFICATIONS AND EXPERIENCEESSENTIALThe incumbent must:

• have a good general education at least to higher secondary level;
• have at least 4 years’ previous experience of administrative and project management support duties;
• have in-depth knowledge of PC software applications, in particular the Microsoft Office suite or similar;
• be able to work autonomously and have thorough knowledge of good office practices and procedures;
• demonstrate knowledge of, and experience in, financial administration (i.e. budget and financial reporting);
• possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; and II (“Elementary”) in the other.

DESIRABLEThe following would be considered an advantage:

• experience working in an International Organisation and/or international environment;
• knowledge/experience in the fields of media and/or public relations;
• practical working knowledge of an additional language of a NATO member Nation or partner country.

3. MAIN ACCOUNTABILITIESPlanning and ExecutionHandle administrative, logistical and financial arrangements, including booking flights and accommodation, preparing and executing budgets, developing press tour programmes under the guidance of press officers and section leadership. Support the ongoing refinement of press tour procedures and guidelines to increase efficiency. Provide daily administrative and organisational support by arranging meetings, attending relevant internal meetings as assigned and providing summaries. Assist in the administrative tasks related to groups visiting the HQ.Information ManagementAnswer enquiries and incoming phone calls. Draft memoranda and cover letters to documents. Type and format various kinds of documents including tables of figures requiring careful presentation, using standard software packages used by NATO (Word, Excel and PowerPoint). Support the information flow into and out of the office. Track and monitor items for follow-up. Liaise with points of contact to ensure efficiency in daily management of workload and processes.Knowledge ManagementCollect, categorise and track relevant information on press tours and visiting groups. Develop electronic and, as needed, paper documentation in an accurate and timely fashion. Maintain well-structured filing systems.Stakeholder ManagementMaintain good working relations with internal and external contacts, including national delegations, other NATO bodies, as well as providers of services like local transportation companies, hotels and catering firms. Demonstrate tact, diplomacy and good judgment when dealing with journalists. Collaborate with colleagues in similar positions to ensure effective exchange of information and best practice implementation and diagnose potential organisational issues. Coordinate work and relations with the relevant colleagues, to ensure the efficient planning and oversight of activities, projects or events undertaken and/or supported by the Section.Financial ManagementEnsure that proper procedures are followed for press tour financial coordination, and provide support for the execution of other financial activities as required. Prepare the necessary financial documents and ensure effective follow up. Maintain records of all financial transactions.Expertise DevelopmentProactively develop skills in areas such as planning and organising, utilising new technology, languages and effective communication. Keep up to date with relevant NATO financial and administrative procedures.Organisational EfficienciesProvide suggestions on how to improve office procedures so that they are more effective and efficient.Perform other related duties, as assigned.4.INTERRELATIONSHIPSThe incumbent reports to the Head, Press and Media Section. They ensure a close working relationship with other staff in the Section. They work as part of a team of assistants in the Press and Media Section, and are expected to act as a back up and support for the other assistants as required.Direct reports: N/aIndirect reports: N/a.5. COMPETENCIESThe incumbent must demonstrate:

• Clarity and Accuracy: Checks own work;
• Customer Service Orientation: Takes personal responsibility for correcting problems;
• Empathy: Listens actively;
• Flexibility: Acts with flexibility;
• Initiative: Is decisive in a time-sensitive situation;
• Organisational Awareness: Understands the Organization’s structure;
• Teamwork: Expresses positive attitudes and expectations of team or team members.

6. CONTRACTContract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years’ duration; possibility of an indefinite duration contract thereafter.Contract clause applicable:
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.If the successful applicant is seconded from the national administration of one of NATO’s member States, a 3-year definite duration contract will be offered, which may be renewed for a further period of up to 3 years subject to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years.Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.NOTE: Irrespective of previous qualifications and experience, candidates for twin-graded posts will be appointed at the lower grade. Advancement to the higher grade is not automatic, and will not normally take place during the first three years of service in the post.Under specific circumstances, serving staff members may be appointed directly to the higher grade, and a period of three years might be reduced by up to twenty four months for external candidates. These circumstances are described in the IS directive on twin-graded posts.7. USEFUL INFORMATION REGARDING APPLICATION AND RECRUITMENT PROCESSPlease 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 (

); * For all other applications: www.nato.int/recruitmentBefore you apply to any position, we encourage you to and watch our video providing 6 tips to prepare you for your application and recruitment process.Do you have questions on the application process in the system and not sure how to proceed? for a video containing the information you need to successfully submit your application on time.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 INFORMATIONNATO 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.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.For information about the NATO Single Salary Scale (Grading, Allowances, etc.) please visit our . Detailed data is available under the Salary and Benefits tab.

Expected salary

Location

Bruxelles

Job date

Thu, 12 Dec 2024 23:11:48 GMT

To help us track our recruitment effort, please indicate in your email/cover letter where (vacanciesin.eu) you saw this job posting.