SHAPE is looking for employing a qualified and suitable candidate to fill this post as a temporary staff for 6 months with a possibility of extension. If you meet the requirements described in the job description below and wish to work in a fast-paced international environment, this post is for you. 

In view of the nature and of the urgency of this temporary position, it is important for candidates to be available for temporary employment. In practice, this implies being in possession of valid NATO security clearance at the time of application, or having been in possession of such a clearance with the possibility to reactivate it swiftly.  We therefore only encourage applications for this post if you are already, or have previously been, in possession of a valid NATO security clearance. 

1. Post Context

Within SHAPE Support Directorate, the Resource Management Division (REM) Front Office supports ACOS REM in the day-to-day direction and coordination of divisional business. The Assistant Coordination Officer provides senior administrative, information-management and Front Office continuity support to ACOS REM and the REM XO, including calendar and TDY coordination, CIS/EDMS/SharePoint support.

2. Principal Duties

  • Provide senior administrative and coordination support to ACOS REM and the REM XO.

  • Coordinate ACOS REM calendar requirements and liaison with the relevant NMR for national events and meetings, as required.

  • Coordinate ACOS REM travel plans and TDY arrangements, including booking liaison and post, travel financial, claim support.

  • Maintain Front Office continuity during meetings, training, annual leave, sickness and other absences.

  • Coordinate collection and distribution of physical mail for REM Division personnel.

  • Support Divisional Internal Control activities.

  • Perform SharePoint Manager, CISPOC and EDMS Functional Administrator duties.

  • Perform Deputy DSO and Deputy Travel Clerk duties.

  • Perform REM Division Fire Warden and Deputy Business Continuity Representative duties.

  • May support travel administration and post-travel financial-claim processing within delegated procedures.


3. Special Requirements and Additional Duties
The employee may be required to perform a similar range of duties elsewhere within the organization at the same grade without there being any change to the contract
-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 typical office working environment.
-Normal Working Conditions apply.
-The risk of injury is categorized as No risk / risk might increase when deployed.


4. Essential Qualifications
A. Professional/Experience

  • Relevant professional experience in staff coordination and headquarters support.

  • Professional experience in project coordination, project management support or administrative management.

  • Proven experience in developing, implementing and monitoring administrative procedures and internal workflows.

B. Education/Training

Secondary education and basic training in a relevant discipline for the specific task related skills, with 3 years of related 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

1. Professional/Experience

  • Experience in senior administrative or Front Office support in an international organization. 

  • Experience with calendar and TDY coordination, information-management systems, CIS support, records/EDMS and SharePoint.

6. Attributes/Competencies

A. Personal Attributes: Sound judgement, discretion, reliability, adaptability and tact. Able to manage time-critical administrative requirements, maintain confidentiality, communicate effectively across national and functional boundaries and remain composed under competing demands.

B. 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 REM XO, REM personnel, relevant NMR staffs and other relevant Entities.

C. Contribution to the Objectives: Provides essential day-to-day support to ACOS REM and maintains Front Office continuity. The post sustains calendar and TDY coordination and information/CIS administration.

7. What We Offer

  • 38 hours per week schedule;

  • 2.5 paid days of leave per month worked;

  • Fulfilling working atmosphere in an international and military community;

  • Contract period: 6 months with possibility of extension;

  • Salary:  4,205.48 EUR - the remuneration of temporary personnel will be specified in their contracts. It is exempt from taxation in the Host Nation;

  • Benefits package: temporary personnel are covered by a benefits package which consists of an additional sum of 12% of basic salary for pension purposes basic medical and accident insurance provided under the NATO Group insurance contract (death and invalidity). The cost for insurance amounts to 2.57% of basic salary (2/3 payable by the Organization and 1/3 payable by staff);

  • For staff eligible under NATO rules, there is also a dependent child allowance and coverage for dependent children for medical benefits.

 Additional Information

  • Candidates possessing a valid NATO or National security clearance will be given priority consideration.

  • 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.

  • NTAP allows adding attachments.  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. Each question should be answered completely.  Expressions such as “please see attached CV, please see annex / enclosed document” or invitations to follow links to personal webpages are not acceptable and will be disregarded. All answers should be in English.

  • Shortlisted candidates will be requested to provide original documentary evidence and a set of copies supporting statements in their applications.

Remarks:

  • Only nationals from the 32 NATO member states can apply for vacancies at SHAPE.

  • 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.  

  • Candidates’ individual telephone, e-mail or telefax enquiries cannot be dealt with. All candidates will receive an answer indicating the outcome of their application. 

At Impactpool we do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.