1. OVERVIEW OF DIANA
NATO DIANA is the Defence Innovation Accelerator for the North Atlantic, a NATO body dedicated to finding and accelerating innovation to provide decisive defence and security effects for the Alliance, while fostering deep-tech innovation.
NATO DIANA is comprised of a Board of Directors, representing all 32 nations, and an operational team referred to as the DIANA Executive (“DX”). Operating from three offices in Europe and North America, the DX leverages a network of military end users, world-leading accelerator sites, test centres, professional mentors and experts, and Allied expertise to accelerate the most innovative technologies from across the NATO Alliance. DIANA is a dynamic, agile workplace, which strives for innovative thinking, diversity, and performance excellence across all teams. To achieve our mission, DIANA is committed to providing our people with an environment that is positive, inclusive and collaborative.
2. OVERVIEW OF THE ROLE
Reporting to the Regional Director of the DIANA Estonian Regional Hub, the Administrative Officer provides logistical and administrative support to the Estonian Regional Hub of DIANA; in particular, by coordinating and ensuring efficient and effective functioning of the IT, facilities, Safety, Security and Resilience and human resources of the office. The incumbent provides advice and counsel to the Estonian Regional Director that is coordinated and aligned with the DIANA team based in London and Halifax, on staffing and administration, facilities management, operational planning, policies and procedures. The incumbent is responsible for ensuring the efficient and effective coordination and execution of administrative tasks within the Estonia Regional Hub.
Reserve candidates may be considered for similar posts in UK or Canada, if appropriate.
Reporting to the Regional Director of the DIANA Estonian Regional Hub.
Duties of this role include:
Lead the day‑to‑day management of the Regional Hub, ensuring a professional, safe, and effective working environment.
Coordinate requirements for office space, furniture, supplies, and support internal communications.
Coordinate with counterparts in the other DIANA Offices in facilitating efficient and effective information management processes.
Upkeep of Regional Hub webpage to ensure effective information management across all DIANA offices.
Liaise with local authorities to ensure compliant processes are in place for local personnel.
Manage supplier and service provider performance, including cleaning, maintenance and repairs.
Oversee office‑related budgets, including forecasting and procurement.
Oversee and support the planning and delivery of regional events.
Oversee the local SSR requirements of the office in coordination with the IT & Security Coordinator, ensuring physical and technological security standards are being upheld by all persons onsite at the Estonia Regional Hub.
Undertake risk reviews and develop mitigating measures for the Regional Hub.
In coordination with DIANA HR, plan and execute personnel matters for the Estonia Regional Hub, including the induction and onboarding of staff, and other HR related tasks.
Provide guidance to the Administrative Assistant.
Create and promote a sound and inclusive workplace culture and management practices throughout the Estonia Regional Hub.
Perform any other related duties as may be required.
3. ROLE REQUIREMENTS, QUALIFICATIONS AND EXPERIENCE
ESSENTIAL
The incumbent must have:
A minimum requirement of a Bachelor’s degree at a nationally recognised/certified University in a related discipline and 2 years post-related experience. OR exceptionally, the lack of a university degree may be compensated by the demonstration of a candidate’s particular abilities or experience that is/are of interest to DX, that is, at least 6 years extensive and progressive expertise in duties related to the function of the post.
A minimum of 2 years’ administrative management experience, in particular in implementing personnel management processes and initiatives.
Experience in office / facility management.
Experience organizing and managing a diverse workload in a fast-paced environment.
Very good knowledge of MS Office, including MS Teams/SharePoint or similar.
Very good communication and writing skills.
Possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; and I (“Beginner”) in the other.
NOTE: Most of DIANA’s internal work is conducted in the English language.
DESIRABLE
The following would be considered an advantage:
Experience working in an innovative or start-up environment.
Familiarity with security requirements and processes within an international organisation or within a national government.
Experience in project/programme management.
Working knowledge of the Estonian language.
Knowledge of NATO policies and procedures.
COMPETENCIES
The incumbent must demonstrate:
Organisational and environmental awareness
Ability to take initiative and responsibility
Ability to adapt and be flexible
Ability to provide positive customer service
Ability to plan and prioritise in dynamic conditions
Ability to build positive working relationships and contribute to collective work products
Self-awareness and a learning mindset
4. WHAT WE OFFER
Genuinely meaningful work as part of the newest unit within the most successful alliance in history.
Tax-free salary.
Household and children’s allowances and privileges for expatriate staff including expatriation and educational allowances (where applicable) and additional home leave.
Excellent private health insurance scheme.
NATO pension scheme.
Generous annual leave of 30 days plus official holidays.
Flexible working conditions and a smoke-free office in Tallinn, Estonia.
Opportunities for learning and development.
5. CONTRACT
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 extension.
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.
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.
6. USEFUL INFORMATION REGARDING APPLICATION AND RECRUITMENT PROCESS
Please note that we can only accept applications from nationals of NATO member countries.
Applications must be submitted using the e-recruitment system. Applications and other documents will not be reviewed if sent through other formats (including email, social network, etc).
Before you apply to any position, we encourage you to click here and review how to apply. There are helpful videos to watch that describe the recruitment process and provide helpful tips to prepare your application.
Due to the broad interest in NATO DIANA and the large number of potential candidates, telephone or email enquiries cannot be dealt with. After review of your online application, successful candidates will be invited to a pre-recorded video interview. Shortlisted candidates from that will then be invited to the final assessments, which include: a language proficiency test, a written test, and a panel interview. These final assessments are expected to be held approximately 10-12 weeks after the application closing date.
Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate) and approval of the candidate’s medical file by the NATO Medical Adviser.
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.
NOTE: DIANA 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. DIANA 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 DIANA’s sole discretion, and DIANA reserves the right to take further steps in such cases as appropriate.
7. ADDITIONAL INFORMATION
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 is committed to fostering an inclusive and accessible working environment, where all candidates living with disabilities can fully participate in the recruitment and
selection process. If you require reasonable accommodation, please inform us during your selection process along with documented medical evidence to support your
request.
All NATO DIANA personnel are expected to conduct themselves in accordance with the current NATO Code of Conduct as agreed by the North Atlantic Council (NAC), and
thus display the core values of integrity, impartiality, loyalty, accountability, and professionalism.
The incumbent is required to be a resident in the host nation for the duration of their contract. DIANA has a flexible teleworking policy to permit working in office, at home,
and across NATO Allied Nations subject to managerial approval.
For more information on DIANA, please visit our website.