POST TITLE:Administrative Assistant DCOS Spt/ DCOS Ops
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:
- Analyses, prioritises and manages the administrative functions of the Office to ensure efficient completion of all assigned tasks in accordance with appropriate NATO administrative procedure guidance documents.
- Provides functional management and administration of Core Systems/Applications (NIP-EDMS-TT -FINS-MS-NCIA ITMS, etc.) used within the directorate.
- Maintains and controls schedules, rosters and leave requests for outer-office.
- Act as Fund Manager.
- Monitor and control Operation Directorate travel hospitality and representational funds.
- Budget Authority details: - Functional area Fundingauthority
- Overseas the budget for the funding of assigned functional area activities and tasks
- Maintains the oversight of funds by tracking, control, and analysis of funds, and provides status reports as required.
- Coordinates the procurement of budgetary expenditures, and provides for their distribution and updating as required.
- Act as the Information Management Officer
- Act as Communications and Information Services Supporting Officer (CSO)
-Coordinate travel ad protocol arrangements for the Director’s visits and engagements.
-Acts as alternate Security Officer and Document Control Officer (DCO) and as Branch Security Officer (BSO) on all matters relating to document security and NATO Security routine tasks
- Act as Terminal Area Security Officer (TASO)
- Responsible for the preparation of agendas, programmes, minutes and supporting documentation for meetings, working groups and conferences as directed by the Coord.
- Maintains appropriate links and contacts with NATO and civilian authorities, hosts high ranking visitors and official NATO guests.
- Processes all invitations, prepares guest lists, seating plans, coordinates support service and finance for social events.
- Responsible for the calendar: maintains the appointment and suspense calendars through coordination and prioritization with the Command Group Flags.
- Acts as travel clerk
- Undertakes work as part of a project team or working group as directed or assigned.
- Oversees the smooth administrative functioning of the office .
-Processes all office correspondence.
-Ensures that the preparation and handling of all documents for signature are carried out in accordance with appropriate NATO administrative procedure guidance documents.
-Takes administrative notes and minutes and keeps records of meetings.
-Contributes to the tracking process of taskers.
-Handles telephone calls and electronic mail.
-Acts as the security and documents control officer for the office .
-Maintains appropriate links and contacts with NATO and civilian authorities, including other personal staffs/executive offices.
-Provides and maintains office supplies and stationary to the office.
-Undertakes work as part of a project team or working group member as directed or assigned.
- Solicits, consolidates and submits funds requirements (travel, hospitality, etc) for inclusion in the yearly budget screening and mid-year review;
- Maintains oversight of funds by tracking, control and analysis using FINS (FINancial Services) and locally kept records;
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
Secondary education and basic trainingin task-related skills, with 2 years of professional experience in personal secretarial and administrative role.
b. Professional experience
4 years professional experience in an executive administrative role in an executive office setting
Experience with protocol, security, and accounting rules and procedures
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 Qualifications and experience
Secondary education and advanced training in administration/secretarial or related field or discipline, with 5 years experience.
Professional experience in a higher administrative/secretarial role (management assistant)
Previous experience in a military HQ or international organisation
R12 Travel Office and Travel Fiscal Officer Course
FINS Course
Host nation Language 3322
6. Attributes/Competencies
• Personal Attributes: -Must possess excellent judgement and organisation skills in order to manage the secretarial and administrative operations of the office . Requires considerable discretion, tact and diplomacy particularly when dealing with issues of a personal-in-confidence and sensitive nature at two-star level. The high intensity of workflow, time pressure and permanent interaction with Flag Officers and/or other high ranking military and civilian personnel require well-developed interpersonal and communicative skills, the ability to work under pressure, as part of a team and perform duties outside normal working hours as well as flexibility.
• Managerial Responsibilities: -Has the financial responsibility for social events and official purchases . Manages hospitality and representation funds.
• Professional Contacts: The incumbent is required to work with and contact the office staff of senior officers (OF-5 and above, civilian equivalent) within this HQ, NATO HQ, SHAPE, ACT, other JHQs, deployed HQs, National MoDs, etc, and regularly contacts the senior staff member.
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.
The order of merit for this recruitment campaign may be used to fill future vacant positions of the same grade with similar duties and requirements.
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