1. POST CONTEXT
The Protocol and Conference Services Branch is responsible for organizing high-level meetings, conferences, and official visits involving senior military leaders, government officials, and distinguished guests at NATO's strategic military headquarters, SHAPE. The successful candidate will coordinate the day-to-day operations of the branch, manage administrative and workflow processes, and support the planning and execution of conferences, meetings, and VIP engagements. The role requires strong organizational, coordination, and stakeholder-management skills, working closely with military and civilian partners across NATO and member nations.
2. PRINCIPAL DUTIES
The incumbent's duties are:
1) Serve as the principal coordination officer for the Protocol and Conference Services Branch, ensuring effective support to SHAPE leadership, senior staff, and official visitors.
2) Plan, coordinate, and oversee high-level conferences, meetings, ceremonies, and VIP visits, both at SHAPE and at external locations, ensuring successful delivery of all protocol requirements.
3) Provide expert advice on military, diplomatic, and organizational protocol matters, guiding senior leaders and staff on policy, precedence, and best practices.
4) Manage branch operations and administration, including task management, workflow coordination, scheduling, reporting, and staff support activities.
5) Coordinate with NATO headquarters, military commands, government agencies, and external stakeholders to ensure seamless planning and execution of official engagements and visit programmes.
6) Develop, implement, and improve protocol and conference service policies, procedures, and business processes across Allied Command Operations (ACO).
7) Manage protocol-related resources and budgets, including hospitality funds, conference support requirements, contracts, and relationships with service providers and venues.
8) Act as deputy to the Head of Protocol and Conference Services, representing the branch when required and contributing to staff training and professional development initiatives.
3. SPECIAL REQUIREMENTS AND ADDITIONAL DUTIES
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 up to 180 days. The employee may be required to perform a similar range of duties elsewhere within the organization at the same grade without there being any change to the contract. In order for the command to deal with emergent requirements, the incumbent may be required to perform other related duties as directed; in particular the incumbent can expect to work as an action officer for visits when required to do so, to include Chateau and other local off-site events.
The risk of injury is categorised as No risk / risk might increase when deployed.
4. ESSENTIAL QUALIFICATIONS
1. Professional/Experience
1. Experience in international military and/or civilian customs, courtesies, rules of etiquette and protocol. Experience in dealing with very senior officers and civilian officials.
2. Experience managing and scheduling complex programs, events, major ceremonies, and conferences.
3. Excellent organizational and communication skills
2. Education/Training
University Degree and 4 years post related experience, or Higher Secondary education and completed advanced vocational training leading to a professional qualification or professional accreditation with 7 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.
3. Language
English - SLP 3333 - (Listening, Speaking, Reading and Writing)
French - SLP 2222 - (Listening, Speaking, Reading and Writing)
NOTE: The work both oral and written in this post and in this Headquarters as a whole is conducted mainly in English.
5. DESIRABLE QUALIFICATIONS
1. Professional/Experience
1. Administrative experience in a military headquarters and/or international organization.
2. Familiarity with NATO military structure
6. COMPETENCIES
1) Excellent interpersonal, communication, and stakeholder engagement skills, with the ability to build effective relationships across military, governmental, and commercial organizations.
2) Strong diplomatic, negotiation, and influencing skills, with sound judgment and the ability to work confidently with senior leaders and distinguished visitors.
3) Highly organized and detail-oriented, with the ability to manage multiple priorities, coordinate complex activities, and meet demanding deadlines.
4) Proven ability to lead and coordinate teams, manage workflows, and drive successful outcomes in a fast-paced environment.
5) Strong analytical and problem-solving skills, with the ability to make informed decisions and adapt to changing priorities.
6) Excellent written and verbal communication skills, including the ability to prepare professional correspondence, guidance, and briefings.
7) Flexible, resilient, and service-oriented, with the ability to remain effective under pressure and during periods of increased operational activity.
8) Demonstrated initiative, creativity, and commitment to continuous improvement of processes and services. Professional Contacts: This post requires to establish and maintain constant stakeholder management. The incumbent will be required to maintain established staff level network and to contribute to the CIS Security Accreditation process.
7.CONTRACT
Serving staff members will be offered a contract according to the NATO Civilian Personnel Regulations (NCPR). Newly recruited staff will be offered a definite duration contract of three years normally followed by an indefinite duration contract.
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 defense 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.
We believe that all people are capable of great things. Because of this, we encourage you to apply even if you do not meet all of the criteria listed within this job description.
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.
ADDITIONAL INFORMATION
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.
A copy of the qualification/certificate covering the highest level of education required by the job description must be provided as an attachment. Essential information must be included in the application form. Particular attention should be given to Education and Experience section of the application form. The application should be in English. Shortlisted candidates will be requested to provide original documentary evidence and a set of copies supporting statements in their applications. After submitting your application, you will receive an acknowledgement of receipt of your application.
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) Candidates’ individual telephone, e-mail or telefax enquiries cannot be dealt with. All candidates will receive an answer indicating the outcome of their application
D) 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
E) As part of the recruitment process, the organization may review publicly available information to assess potential conflicts of interest, reputational risks, or behaviours inconsistent with the organization’s values.