Staff Assistant (Admin)

Job title:

Staff Assistant (Admin)

Company:

NATO

Job description

Post ContextThe mission of the JATEC as one of the strategic pillars of the NATO – Ukraine evolving jointness is to provide for the NATO – Ukraine interoperability, to contribute to the development of NATO and Ukraine’s transformation in defence, deterrence, crisis prevention, crisis management and cooperative security, and helping Ukraine achieve membership of NATO. By fostering a Joint civilian-military and Joint NATO – Ukraine approach, the JATEC aims to strengthen the overall defence capabilities and strategic alignment of NATO and Ukraine, ensuring they are better prepared to face current and future challenges.The Command Group provides general support, coordination, management, administrative service and specialist advice to Commander JATEC.The Office of the Commander (O/COM) provides support to the Commander (COM) in order for the COM to carry out roles and missions assigned by the North Atlantic Council (NAC), NATO-Ukraine Council (NUC) and as directed by Supreme Allied Commander Transformation (SACT).The Assistant (Admin) is responsible for providing personal assistance and secretarial support to the JATEC Director and general secretarial support to Office of Director staff.Principal Duties:The incumbent’s duties are:

• Personal assistant to the Director;
• Plans, coordinates and administers personal and social matters assigned by the Director;
• Prepares and maintains daily and long-range diary of the Director as well as the JATEC Command Group Calendar and co-ordinate’s meetings and telephone traffic;
• Prepares and record (incoming and outgoing) official and personal correspondence originated in the office of Director including letters, memoranda messages, decisions and meeting minutes;
• Assists in the preparation of presentation material for the Director;
• Co-ordinates all visits by the Director, arranging transportation and accommodation;
• Plans and coordinates the Director official social functions;
• Compiles annual forecasts of projected travel;
• Performs a variety of typing tasks using ADP and AV equipment;
• Liaise with outside sources to keep information on other NATO and external organizations readily available and up-to-date.

Essential Qualifications / Experience:

• Secondary education and basic training for specific task related skills, with 2 years experience.
• Four years’ experience serving as Personal Assistant/ Executive Secretary to senior-level executive, preferably in a Joint, Combined, Multi-National environment;
• Vocational training in Administrative and Secretarial services;
• Proven solid oral, written and interpersonal communication skills;
• Strong organizational and office management skills;
• Practical experience in using office Information Technology and Audio/Video equipment.

Language:English – SLP 3322 – (Listening, Speaking, Reading and Writing)Desirable Qualifications / Experience:

• Experience in an international organisations, preferably NATO.

Attributes/Competencies:Personal Attributes:

• Must possess strong interpersonal and verbal/written communication skills, capable of working harmoniously in fast-paced, multi-national environment;
• Displays initiative in planning ahead and ability to find solutions to problems that arise in the daily conduct of responsibilities including resolution of schedule conflicts, working out details associated with travel plans, and finding solutions to problems with office equipment;
• The ability to adapt to flexible work patterns and work as part of a team, adjusting without concerns to last minute changes;
• Must be able to work under pressure and should have a pro-active approach to his/her duties;
• May be required to assist at functions outside of normal work hours. Travel on temporary duty will not normally be required;
• Attention to detail is very important;

Professional Contacts:

• Frequent interaction with high-ranking military and civilian personnel;
• Must be able to liaise effectively, internally with NATO military and civilian personnel, and externally with offices of foreign governments and agencies.

Contribution To Objectives:

• The incumbent will make significant contribution to the achievement of the JATEC’s objectives. The role is vital in the smooth and efficient running of the Director’s office and is thus of great importance to the JATEC through effective administration

Security ClearanceThe 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.ContractServing 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 CandidatesThe 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 G8 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 14 March 2025 @ 17:59hrs (EDT)/11:59hrs (CEST).

Expected salary

Location

Bydgoszcz, kujawsko-pomorskie

Job date

Sat, 22 Feb 2025 03:08:52 GMT

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