POST NO.OJS ZXIK 0071
POST TITLE:Staff Assistant (Staff Work Management)
DIRECTORATE:Management
GRADE: G-8/B-3
DUTY LOCATION: HQ Joint Force Command Naples (HQ JFCNP), Lago Patria
SECURITY CLEARANCE:NATO S E C R E T
1. Post Context/Post Summary
Headquarters Allied Joint Force Command Naples provides a resilient, static Joint headquarters to plan, prepare and conduct operations across all domains from Baseline Activities and Current Operations (BACO), including deterrence, through Crisis, up to the Maximum Level of Effort (MLE), in order to support NATO’s three core tasks, at the Joint Operational level, as directed by SACEUR. Supported by the Single Service Commands, Allied Joint Force Command Naples integrates allocated forces, including NATO Force Structure entities, and synchronises activity to achieve operational objectives. It maintains comprehensive, regional focused, situational awareness, leads contingency planning and directs exercises. It also provides out-of-theatre support to enduring NATO operations and could contribute specific Joint competencies to other NATO Command Structure or NATO Force Structure entities. It is capable of commanding a Joint Task Force operating within or beyond SACEUR’s Area of Responsibility, with theatre enablement provided by a dedicated Joint Logistic Support Group Headquarters. It has the capability to deploy tailored elements to enable reconnaissance, liaison, and coordination, and support the Joint Commander. Synchronizes and integrates Joint and Combined armed forces within the Joint Operational Area (JOA) in support of a Joint Task Force.
The Management Directorate (MGT) directs the HQ staffing, workflow and protocol activities, internal security, identifies efficiency measures to organisational and procedural issues being responsible for internal control, ensures information management and data protection and provides essential support services and facilities management.
The Workflow and Information Management Branch (IMB) provides Staff Workflow and Information and Knowledge Management.
The Staff and Workflow Management Section is responsible for the effective and efficient transmission of external correspondence, Command Group (CG) decisions, actions and requirements within the JF HQ staff (deployed and static) as well as affiliated and higher HQs.
The Staff Work Assistant provides tasker tracking support, basic product quality assurance and staff support for the Section.
2. Principal Duties
The incumbent's duties are:
- Assists with basic tasker tracker queries, actions and final processing of packages.
- Produces tracking and staffwork analysis products utilising available databases.
- Provides administration support.
- Maintains correspondence and message files for the office in accordance with in place regulations.
- Composes replies to routine correspondence as required, with minimal verbal instructions or based upon personal knowledge of salient facts.
- Answers telephones, solving queries wherever possible and recording telephone messages.
- Reproduces copies of printed material using office-copying equipment.
- Undertakes work as part of a project team or working group as directed or assigned.
3. 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 deployments in support of military operations and exercises, and/or TDY assignments, both within and without NATO boundaries up to 30 days.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.
4. Essential Qualifications
a. Education/Training
Higher secondary education and intermediate vocational training leading to a formal qualification, with 2 years of job-related experience, or, Secondary education and completed advanced vocational training leading to a professional qualification or professional accreditation, with 4 years of post-related experience.
b. Professional experience
A minimum of 3 years of administrative experience or clerical functions gained in an international and /or public environment;
A minimum of 3 years of experience in the handling of documentation and information systems.
Advanced knowledge and user experience of Word; Outlook/Email client, Excel; SharePoint and web applications
Familiarity with current ICT systems and their application to document processing, record keeping, and information sharing
c. Language
English - SLP 3322 - (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. candidates will be required to pass a language test in English at the required level as well as to demonstrate their abilities in the written test and interview.
5. Desirable Qualfications and experience
Professional/Experience:
Previous experience in working in an organization comprising both military and civilian personnel;
Experience with NATO Tasker Tracker system
Experience handling NATO documentation and information management systems.
Good knowledge of NATO HQ organisational structure; administrative procedures, including Standard Operating Procedures.
6. Attributes/Competencies
• Personal Attributes: Uses judgment in prioritizing responsibilities, planning and organizing own tasks. Uses own initiative, recommends improvements in office administrative policies and procedures. Integrity, discretion and interpersonal sensitivity are called for, as the incumbent handles sensitive documentation and may interact with staff on actions of a reserved and delicate nature. Strong teamwork skills, planning, organizing, critical thinking, commitment, and energy will allow the incumbent to work effectively and efficiently. Adherence to established deadlines and suspenses requires the ability to handle details and to exercise judgment in setting priorities. The post may require deployment to forward headquarters in order to meet specific requirements or to face significant gaps in the records' management-domain in a given CRO HQ. If and when deployed to an unspecified remote location, the work environment and the associated operational working conditions may require exceptional flexibility in terms of working hours, high stress tolerance, maturity, significant open-mindedness in working in different cultural contexts.
• Professional Contacts: Apart from work associates, the incumbent has frequent professional contact with officers and higher ranked civilian staff. External contacts include co-ordination with supported collocated commands and higher headquarters at various levels, Participates in working groups on execution of applicable NATO policies.Contacts may involve providing information, advice or low level guidance on routine issues. May also be required to discuss and negotiate at own level.
• Contribution To Objectives: The incumbent’s role in performing the assigned duties is crucial for the executionof the staff work management. The incumbent is required toperform the assigned duties diligently as they have implications for the organization and will have an impact on the headquarters’ activities and associated reputation. The work requires the incumbent to evaluate and solve varying problems resulting out of dissimilar issues. The work covers many dissimilar subjects that require different level of intellectual skills. Especially, but not exclusively, in the CRO domain, the work would be based on a wide range of policies, procedures and minimum supervision. Consequently, analytical, constructive thinking, evaluation are required for the determination of best courses of action. The complexity of work context results in actions that may substantially impact on efficiency, image, of the HQ.
There are no reporting responsibilities.
This post reports to: OJS ZXIK 0010 - Section Head (Staff Work Management) - OF-4
This post does not deputises anybody.
7. Contract
The successful candidate will receive a three-year definite duration contract which may be followed by an indefinite duration contract. NATO-serving staff members will be offered a contract in accordance with the NATO Civilian Personnel Regulations (NCPRs).
The basic entry-level monthly salary for a NATO Grade G8 in Italy is Euro 3,683.48 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.
8. HOW TO APPLY:
HQ JFC Naples uses NATO Talent Acquisition Platform.
In order to apply for this vacancy, please visit the platform at: https://nato.taleo.net/careersection/2/jobsearch.ftl?lang=en, and search for vacancies within HQ JFC Naples.
Note that once you create your profile, you will be able to use it to apply for other vacancies within NATO.
Important notice to candidates on use of Artificial Intelligence (AI): As part of our commitment to a fair and merit-based recruitment process, detection of AI usage at any stage of the process (including AI-generated application forms) will result in the immediate disqualification of your application. You are welcome to use AI tools for basic spell-checking/grammar correctness only. We appreciate your integrity and look forward to assessing your genuine skills and experience.
Employment pre-requisites:
Candidates are invited to submit their applications only if:
· They are nationals of a NATO member country
· They are over 21 and under 60 years of age at the time of taking up their appointments. Appointments of definite duration may be offered to candidates of 60 years of age or more, provided that the expiry date of the contract is not later than the date at which the candidate attains the age of 65.
ADDITIONAL INFORMATION:
A NATO security clearance and approval of the candidate’s medical file by the NATO Medical Adviser are essential conditions for appointment to this post. Applicants are not required to possess a clearance at the time of applying, but they must be eligible for a clearance. HQ JFC Naples will take action to obtain the required security clearance from the successful candidates’ national authorities. The selected candidate will be affiliated to the NATO Defined Contribution Pension Scheme (DCPS). For info please visit: https://www.nato.int/content/dam/nato/webready/documents/hr/dcps-info-en.pdf