Post Context
Supreme Headquarters Allied Powers Europe (SHAPE) provides an integrated Strategic Effects framework, employing a multi-domain and multi-region focus to create a 360-degree approach, with the flexibility to enable, upon direction, a seamless transition from Baseline Activities and Current Operations (BACO) up to the Maximum Level of Effort (MLE). SHAPE supports SACEUR in fulfilling his terms of reference, as directed by the North Atlantic Council.
The Plans Directorate is responsible for the development, review and maintenance of Strategic Planning, Advanced Planning and Crisis Planning products for ACO.
The J5 Division leads the overarching strategic campaign and operations planning processes to prepare for and respond to crises and conflicts that threaten the security and integrity of the Alliance.
The Planning Support Branch delivers a range of activities that enable the development, coordination and maintenance of Strategic planning products.
The TOPFAS Staff Assistant supports TOPFAS FM in managing users and data created in TOPFAS, SHAPE and ACO-wide.
Principal Duties
The incumbent's duties are:
- Operate under the direction of the TOPFAS FM.
- Manage (create, update, delete), through the Users Management Tool (UMT), user accounts, password details, user groups, assign user roles and manage access privileges (including access to data and functions) of individual user accounts or the user group(s) they belong to.
- Maintain the TOPFAS Data Bases, as per TOPFAS FM D&Gs, thereby safeguarding a pool of historical data to be further utilized for appropriate analyses.
- Assists the TOPFAS FMs in performing their role and responsibilities.
- Keep direct contact with the SHAPE TOPFAS users in order to update and provide access to the suite respecting the need-to-know policy.
- Collect, update, disseminate TOPFAS team products and ensure proper sharing with the SHAPE and ACO users community.
- Arrange VTCs and meetings for the TOPFAS team.
Special Requirements and Additional Duties
The employee may be required to perform a similar range of duties elsewhere within the organisation at the same grade without there being any change to the contract
The incumbent may be required to undertake TDY assignments both within and without NATO’s boundaries and be willing to work unsocial hours.
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.
The work is normally performed in a Normal NATO office working environment.
Normal Working Conditions apply.
The risk of injury is categorised as No risk / risk might increase when deployed.
Essential Qualifications
a) Professional/Experience
- Demonstrates active listening and clear communication with a consistently service‑oriented approach towards users.
- Ability to draft communications with internal and external stakeholders, preparing minutes and distributing them appropriately and timely.
- Previous experience coordinating and organizing events, workshops, activities at section level or across a wider organisation.
- Ability to maintain organisational databases, safeguard historical data and ensure accuracy for analysis.
b)Education/Training
Higher Secondary education and intermediate vocational training which might lead to a formal qualification with 2 years experience, or Secondary education and completed advanced vocational training leading to a professional qualification or professional accreditation with 4 years post related experience.
In case of ambiguity the required job specific experience have priority over the standard education and training levels and experience described here.
C) Language
English - SLP 3333 - (Listening, Speaking, Reading and Writing)
Desirable Qualifications
- Previous experience in any of the following: international organizations, large HQs, Joint Commands, NATO HQ or national MOD structures.
- Previous experience creating, updating, deleting and controlling user accounts, roles, groups and access privileges through tools such as UMT or other similar tools.
Attributes/Competencies
• Personal Attributes: Personal qualities of tact, judgment, adaptability, coupled with motivational and listening skills. A sense of diplomacy and propriety in order to work harmoniously with colleagues and other staff, both civilian and military. Able to work effectively to support the team activities. Ability to use initiative and good judgment to propose optimum options to SHAPE TOPFAS Team in materializing effectively the capability delivery. This post requires also knowledge of the NATO structure.
• Contribution To Objectives: Provides coordination and in-depth subject matter expertise, knowledge and analysis in order to support SHAPE TOPFAS Team to manage, assess and advise the innovation on TOPFAS UMT.
REMARKS:
Duration of contract: The successful candidate will fill this post as a Project Linked NATO International Civilian (PLN) with a three-year definite duration contract within the NATO 2030 Agenda. On expiry of this term the PLN will be deleted or absorbed into the ceiling pending approval or will exceptionally be considered for extension.
The salary will be the basic entry-level monthly salary defined by the NATO Grade of the post, which may be augmented by allowances based on the selected staff member’s eligibility, and which is subject to the withholding of approximately 20% for pension and medical insurance contributions.
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.
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.
Applicants who prove to be competent for the post but who are not successful in this competition may be offered an appointment in another post of a similar nature, which might become vacant in the near future, albeit at the same or lower grade, provided they meet the necessary requirements.
HOW TO APPLY FOR A NATO CIVILIAN POST AT SHAPE:
Applications are to be submitted using NATO Talent Acquisition Platform (NTAP) (https://nato.taleo.net/careersection/2/jobsearch.ftl?lang-en). Applications submitted by other means (e.g. mail, e-mail, fax, etc) are not accepted.
More information to be found on these links:
Application Process
Shortlisted candidates will be requested to provide original documentary evidence and a set of copies supporting statements in their applications. Appointment is subject to obtaining a NS security clearance and a medical certificate.
Remarks:
a) Only nationals from the 32 NATO member states can apply for vacancies at SHAPE.
b) Applications are automatically acknowledged within one working day after submission. In the absence of an acknowledgement please make sure the submission process is completed, or, re-submit the application.
c) Qualified redundant staff of the same grade interested in this post should inform this office, via their HR/Personnel Office by not later than vacancy’s closing date.
d) Candidates’ individual telephone, e-mail or telefax enquiries cannot be dealt with. All candidates will receive an answer indicating the outcome of their application.
e) 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.