Post Context/Post Summary
SHAPE is NATO’s strategic headquarters supporting the Supreme Allied Commander Europe (SACEUR). This position supports a programme delivering new headquarters facilities.
The Project Assistant (Version Control) supports the Programme Office for the new Supreme Headquarters (POSH) by maintaining accurate version control of project deliverables and ensuring traceability across Host Nation activities. Working within the Command Group, the role provides structured administrative and coordination support, monitors modifications across Infrastructure, Security and CIS domains, and safeguards the consistency of documentation throughout the transition to the future SHAPE headquarters.
Principal Duties
The incumbent's duties are:
Assists the Project Manager (Version Control) in implementing procedures related to version control, in order to ensure the consistency and traceability of various deliverables received or produced by POSH. These include project documentation, deliverables across the various phases of the delivery of the new SCF (HN(BEL)), deliverables related to CIS/ICT projects (HN(NCIA)), and deliverables related to Transition Activities (HN(SHAPE)).
Assists the Project Manager (Version Control), as well as the entire POSH team, in monitoring modifications, alterations, and variations implemented on the construction site throughout the Transformation Programme in disciplines such as Infrastructure, Security, and CIS, by ensuring close coordination with the relevant Site Coordinators for each discipline.
Creates and maintains version control logs to manage modifications efficiently and effectively, reducing disruptions to project timelines and budgets and ensuring clear deliverables are included in the final handover documentation, alongside the as-built documentation. Close coordination with the Principal Assistant (Information Knowledge Management) is required to maintain a comprehensive and accessible overview.
Collects data to measure the impact of modifications, advises on the use of project management tools, identifies areas for improvement, and suggests enhancements to the version control process.
Supports the Project Manager (Version Control) in monitoring the progress of modifications to ensure timelines and deliverables are met, and maintains accurate and up-to-date records.
Coordinates with POSH Project Managers to ensure modification activities are integrated into project plans.
Identifies and maintains contact lists of stakeholders affected by adaptations and modifications, schedules and facilitates stakeholder meetings, and ensures their needs and concerns are addressed. Promotes collaboration and transparency.
Coordinates meetings, prepares agendas, takes minutes for version control-related discussions, and maintains organized documentation of all adaptation, modification, variation, and amendment plans, strategies, and reports.
Assists in handling administrative tasks related to the version control process and reports any modifications to the version control of documents to the Project Manager (Version Control).
Generates reports and metrics on project performance and compliance with the approved project scope for the Project Manager (Version Control) and relevant POSH stakeholders, in order to support informed decision-making.
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.
Undertakes all additional duties as directed by Director POSH.
Although the work is mainly performed in a Normal NATO office working environment, it will be required to regularly access the Construction site to inspect, monitor and report activities, support visits and attend meetings. The work is occasionally performed in a Construction Site including access to hard-hat areas. Slightly Undesirable Conditions apply. The risk of injury is categorised as Light Risk of Injury.
ESSENTIAL QUALIFICATIONS
Professional/Experience
Experience with the creation and documentation of version control.
Proficient with office processing tools (e.g. MS Office tools)
Experience in PRINCE 2 (or other project management methodologies) at least in a project support role.
Knowledge of one or more of the following software and systems: Archibus, Planon, Autodesk Construction Cloud;
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.
The additional job specific qualificationsandexperience isdescribed under Professional/Experienceparagraph. Incaseof ambiguity the required jobspecific experience has priority overthe standard education and training levels and experience described here.
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.
DESIRABLE QUALIFICATIONS
Professional Experience
Experience in creation of visual communication materials.
Knowledge in architecture and graphic design software such as: Revit BIM 360, Photoshop, lllustrator, lnDesign.
Education/Training
Change management certification.
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Certifications such as PMP (Project Management Professional), PRINCE2 or any other related project management certificate.
lTlL Foundation.
Attributes/Competencies
•Personal Attributes:The incumbent will need to display the following attributes:
•Detail-Oriented: Ensures consistency and traceability of project documentation, logs, and records.
•Organized: Manages multiple tasks, maintains accurate documentation, and tracks deadlines effectively.
•Analytical: Monitors project modifications, identifies risks, and suggests improvements to the version control process-
•Proactive: Anticipates challenges, escalates issues, and contributes to process enhancements.
•Adaptable: Works across multiple projects and stakeholders, adjusting to shifting priorities and requirements.
•Team Player: Works collaboratively with various teams and stakeholders to ensure project success.
•Resilient Handles administrative and version control-related tasks efficiently in a complex environment.
•ProfessionalContacts:Regular contact on working level with SHAPE HQ Users, HN(BEL), HN(NCIA) and USEUCOM to provide updates, collect feedback and modification requests, ensure informed decision making and alignment of SCF projects with the overall programme delivery. Continuous support to the Transition Working Group.
•ContributionToObjectives:The role will directly contribute to Version Control Support; ensuring the successful implementation of Version Control and tracking project documentation. Stakeholder Communication: Facilitates transparency and collaboration by preparing communication materials and organizing stakeholder meetings. Project Efficiency: reduces disruptions by efficiently managing modification and adaptation activities and ensuring proper documentation for handover. Risk Management: identifies risks, tracks mitigation efforts, and ensures timely resolution of issues. Process Improvement: collects data, measures the impact of modifications and provides recommendations.
REMARKS:
Duration of contract: This post has been identified as being required for a limited period and is strictly linked to the lifespan of the New SHAPE Headquarters project. The post will be suppressed upon the closure of the project. Newly recruited staff will be offered a definite duration contract of 3 years, which could be renewed depending on the envisioned project timeline. Please be aware that because this post is project-dependent, there is no expectation of contract renewal or conversion to an indefinite duration contract upon the project's completion. Serving NATO staff members will be offered a contract in accordance with the NATO Civilian Personnel Regulations (NCPR).
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.
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.
More information to be found on these links:
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 recruitment or selection materials created, in whole or in part, using generative artificial‑intelligence tools, including but not limited to chatbots such as ChatGPT or other language‑generation systems. NATO may screen submissions to detect such use. Any application prepared with generative or creative AI may be rejected at NATO’s sole discretion, and further action may be taken 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.