1. Post Context
Supreme Headquarters Allied Powers Europe (SHAPE) provides an integrated Strategic Effects framework, employing a multi-domain and multi-region focus to create a 360-degree approach, with the flexibility to enable, upon direction, a seamless transition from Baseline Activities and Current Operations (BACO) up to the Maximum Level of Effort (MLE). SHAPE supports SACEUR in fulfilling his terms of reference, as directed by the North Atlantic Council.
The Staff Assistant (Project and Office Coordination) supports the Operations Directorate by enabling the ongoing development and implementation of the Maven Smart System (MSS). This structure provides delivery-level coordination and engagement with NCIA, Palantir Technologies, and external stakeholders. It also coordinates cross-cutting issues at the ACOS level to facilitate MSS implementation across Allied Command Operations (ACO). This structure also oversees SACEUR’s Strategic Warfighting Readiness Dashboard Programme of Work in coordination with NCIA.
2. Principal Duties
The incumbent's duties are:
- Facilitating coordination and collaboration among MSS stakeholders within SHAPE and across the NATO Enterprise.
- Managing in-processing and orientation of diverse workforce that are required for the timely delivery of MSS, in full compliance with existing NATO security regulations
- Scheduling appointments, meetings, and travel arrangements for MSS staff. This often requires coordinating across different time zones and potentially with international partners.
- Administrating and maintaining a well-organised and efficient office environment. This includes managing supplies, equipment, and ensuring the smooth operation of the office.
- Coordinate with NATO Travel for arranging travel itineraries, accommodations, and pertinent paperwork for task force personnel.
- Organising meetings, conferences, and other events, including logistical arrangements, catering, and preparing printed materials.
- Assuming other Divisional security and financial tasks as required.
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 perform like duties elsewhere within the organisation as directed
-The incumbent may be required to undertake TDY assignments both within and without NATO’s boundaries and be willing to work unsocial hours.
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 / risk might increase when deployed.
4. Essential Qualifications
a. Professional/Experience
- Proven experience in stakeholder co-ordination, preferably but not limited to, Host Nation Agencies, ensuring timely delivery of project milestones and full compliance;
- Administrative and office work related competency that would include knowledge of office administrative procedures and practices (e.g., TT , EDMS, NIP and sharepoint, etc);
- Experience facilitating events attended by high-level officials, managing operational activities and delivering projects in complex political and military environments and/or international organizations.
b. Education/Training
Secondary education and basic training in management information systems, accounting, economics, finance, business administration, public administration, operations research, project management or related discipline for specific task related skills, with 2 years experience.
In case of ambiguity the required job specific experience have priority over the standard education and training levels described here.
c. Language
English - SLP 3333 - (Listening, Speaking, Reading and Writing)
5. Desirable Qualifications
a. Professional Experience
- Demonstrate a thorough understanding of the NATO HQ, SHAPE Command Structure or similar international or military environment and related business processes and demonstrate the capability to work effectively within this environment.
- Empathy, emotional intelligence and excellent communication skills with the ability to build collaborative, trust-based relationships.
6. Attributes/Competencies
The flexibility to work outside normal office hours in response to crises and urgent requirements.
Personal Attributes: Initiative, original thought, and a team player are key qualities for this post, as the incumbent will need to work closely with military and civilian staff within SHAPE and other NATO bodies. The post requires excellent communication and collaboration skills and the ability to tailor messages to diverse audiences, as there will be a enduring need for close cooperation with a diverse range of stakeholders. Tact and good judgement are essential as well. As the job will be demanding, and at times stressful, good physical and mental health will be important to maintain.
Professional Contacts: In order to accomplish the required duties, the incumbent must engage with a various range of Military and Civilian personnel within the NATO Command Structure as well as from across SHAPE. Dealing with different nations and entities implies working with a high level of understanding, maturity and displaying a high level of diplomatic tact. The candidate must assure that the information collected and validated in the meetings are shared with the relevant personnel in order to enhance the overall effectiveness of the team.
As such, the incumbent will be required to maintain extensive contacts with ACO, ACT, NCIA, Palantir Technologies Staff, MSS Core Staff, and other relevant Entities.
Contribution To Objectives: The post is directly in support of the activities of the MSS team, contributing to the objective of providing seamless and faultless services of the highest quality to the Command Group. MSS team needs to be supported by a sufficient number of personnel with right skills set and corresponding competency.
REMARKS:
Duration of contract: The successful candidate will fill this post as a Project Linked NATO International Civilian (PLN) with a three-year definite duration contract within the NATO 2030 Agenda. On expiry of this term the PLN will be deleted or absorbed into the ceiling pending approval or will exceptionally be considered for extension.
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.
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.
HOW TO APPLY FOR A NATO CIVILIAN POST AT SHAPE:
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:
Application Process
Shortlisted candidates will be requested to provide original documentary evidence and a set of copies supporting statements in their applications. Appointment is subject to obtaining a NS security clearance and a medical certificate.
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) Qualified redundant staff of the same grade interested in this post should inform this office, via their HR/Personnel Office by not later than vacancy’s closing date.
d) Candidates’ individual telephone, e-mail or telefax enquiries cannot be dealt with. All candidates will receive an answer indicating the outcome of their application.
e) 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.
f) As part of the recruitment process, the organization may review publicly available information to assess potential conflicts of interest, reputational risks, or behaviors inconsistent with the organization’s values.