1. SUMMARY
The Defence Industry, Innovation and Armaments Division (D2IA) leads on the rapid development and delivery of cutting-edge and interoperable defence capabilities, working with innovation ecosystems and industry across the Alliance to meet NATO’s deterrence and defence needs.
The Coordinator, Industry, Partnerships and Policy Section will be accountable for efficiently handling a range of complex administrative, financial and organisational support duties related to policy and partnerships matters, including committee support functions as well as contributing to concept and policy papers developed by the Section. The incumbent is also the secretary for the NATO Ukraine Council Working Group for Defence Technical Cooperation.
2. QUALIFICATIONS AND EXPERIENCE
The incumbent must:
• possess higher secondary education qualification with 6 years post-related experience, OR upper vocational training/ post-secondary degree in a discipline relevant for this position with 3 years post-related experience of administrative or project management capacity;
• have experience in organising conferences and/or other events requiring management and coordination;
• have in-depth working knowledge of software applications, in particular collaborative tools and solutions based on Microsoft SharePoint; and
• possess the following minimum levels of NATO’s official languages (English/French): V (Advanced) in one; II (Elementary) in the other.
The following would be considered an advantage:
• project management certification;
• experience in budget planning and knowledge of software packages like Enterprise Resource Planning (ERP); and
• fluency in both official languages of the Organization.
3. MAIN ACCOUNTABILITIES
Information Management: Prepare different documentation resulting from the Committee meetings. Ensure coordination and follow up on the Section’s work on policy and partnerships. Coordinate the Section's input to tasks, ensuring input is timely and complete. Maintain an effective follow-up and/or reminder system for pending actions within the Section and the division through the internal collaboration tools. Maintain and improve intranet webpages for the Section’s work. Maintain well-structured electronic filing systems.
Financial Management: Ensure that proper financial procedures are followed for the Section’s budget as well as provide budget reports in preparation of D2IA leadership decisions. Manage Partnerships programmatic funds and prepare the necessary financial documents. Keep records of all financial transactions.
Project Management: Oversee and monitor the execution of projects related to the Section’s activities, such as the management of the partnerships’ programmatic funds and statistics of partnerships activities. Provide the secretariat function for the NATO-Ukraine Council Working Group on Defence-Technical Cooperation. Advise on mission preparation and provide general office support as required.
People Management: Guide staff under your supervision in their daily work, set objectives and establish priorities. Promote a positive, productive and inspiring work environment. Provide regular and fair feedback on performance, informally and formally via the HQ Achievement and Development (ADP) system.
Perform any other related duty as assigned.
4. INTERRELATIONSHIPS
Reporting line: The incumbent reports to the Head, Industry, Partnerships and Policy Section.
Interactions: They maintain close working relationships with other staff across the Directorate, and they liaise with staff in other Divisions, Delegations and International Organisations as required.
Direct reports: 1
Indirect reports: N/a
5. COMPETENCIES
The incumbent must demonstrate:
• Achievement: works to meet standards.
• Analytical Thinking: sees basic relationships.
• Clarity and Accuracy: checks own work.
• Conceptual Thinking: sees patterns based on life/work experience.
• Customer Service Orientation: takes personal responsibility for correcting problems.
• Empathy: reads non-verbal cues and understands meanings.
• Impact and Influence: takes multiple actions to persuade.
• Initiative: is decisive in a time-sensitive situation.
• Teamwork: cooperates.
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. These circumstances are described in the IS directive on twin-graded posts.
7. 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 e-recruitment system, as applicable:
- For NATO civilian staff members only: please apply via the internal recruitment portal (link);
-
For all other applications: www.nato.int/recruitment
Before you apply to any position, we encourage you to click here 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? Click here for a video containing the information you need to successfully submit your application on time.
When submitting your application, please ensure that your Taleo Candidate Profile is updated and that your CV is correctly uploaded in the Taleo attachments section.
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 reference documents without proper quotes (plagiarism), or any tools available on internet, including but not limited to translation facilities, or generative artificial-intelligence (AI) 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 tools will be rejected without further consideration, and NATO reserves the right to take further steps in such cases as appropriate.
8. 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 welcomes applications of nationals from all member Nations, and strongly encourages women to apply.
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.
Candidates will be required to provide documented medical evidence to support their request for accommodation.
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 website. Detailed data is available under the Salary and Benefits tab.
NATO does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. For more info please click here.