Staff Assistant (Records & Protocol)

Post Context

The mission of the JATEC as one of the strategic pillars of the NATO - Ukraine evolving jointness is to provide for the NATO - Ukraine interoperability, to contribute to the development of NATO and Ukraine’s transformation in defence, deterrence, crisis prevention, crisis management and cooperative security, and helping Ukraine achieve membership of NATO. By fostering a Joint civilian-military and Joint NATO - Ukraine approach, the JATEC aims to strengthen the overall defence capabilities and strategic alignment of NATO and Ukraine, ensuring they are better prepared to face current and future challenges.

The Resources and Management Division (RMD) acts on all internal management and resource related issues, ensuring the effective and efficient operation of the centre. RMD coordinates with the Host Nation and is responsible for JATEC’s: Support from the NCI Agency, Human Resources Management, Base Support, JATEC Security, Communication and Information Systems (CIS), Registry services, Ukraine Registry, and Linguistic support.

The Registry Cell (RC) is responsible for all information flow within JATEC, including the processing, sorting, archiving and distribution of all incoming and outgoing correspondence from JATEC to other NATO and non-NATO entities.

The Staff Assistant (Records & Protocol) support the operations and activities of the JATEC Registry working closely with the Directors' Action Group.

Principal Duties:

• Responsible for the handling, routing, filing, and preparation of incoming and outgoing correspondence/documents.
• Maintaining accountability of classified material.
• Maintain liaison with the Personnel, Administrative and Supply Branches, and the Registries of the International Military Staff, International Staff, and HQ SACT on administrative matters.
• Responsible for the transfer and destruction of classified material received and processed by JATEC.
• Responsible for Security of Information (documents).
• Supply Clerk responsible for ordering, procuring and maintaining consumable office supplies for staff.
• Prepare and maintain Briefing Books and files as directed.
• Undertakes any other duties and/or tasks as directed.
• Provides direct assistance as directed to support protocol requirements.

Essential Qualifications / Experience:

• Higher Secondary education and intermediate vocational training  in information science, management information systems or related discipline  which might lead to a formal qualification with 2 years experience, or Secondary education and completed advanced vocational training  in that discipline leading to a professional qualification or professional accreditation with 4 years post related experience.
• Three years’ experience working in a central headquarters administrative role including archiving and managing classified material.
• Three years’ experience in document handling with an automated document management system.
• Three years’ experience with SharePoint, libraries or other Community or Interest software.

Language:

• English - SLP 3322 - (Listening, Speaking, Reading and Writing)

Desirable Qualifications / Experience:

• Previous relevant experience in a multinational or international organisations.
• Expertise in using a variety of databases and web based software applications applicable to electronic documents
• English - SLP 3322 - (Listening, Speaking, Reading and Writing)

Attributes/Competencies:

Personal Attributes:

• Must possess strong interpersonal and verbal/written communication skills, capable of working harmoniously in fast-paced, multi-national environment;
• Displays initiative in planning ahead and ability to find solutions to problems that arise in the daily conduct of responsibilities including resolution of schedule conflicts, working out details associated with travel plans, and finding solutions to problems with office equipment;
• The ability to adapt to flexible work patterns and work as part of a team, adjusting without concerns to last minute changes;
• Must be able to work under pressure and should have a pro-active approach to his/her duties;
• May be required to assist at functions outside of normal work hours. Travel on temporary duty will not normally be required;
• Attention to detail is very important;
• Must be able to liaise effectively, internally with NATO military and civilian personnel, and externally with offices of foreign governments and agencies.

Professional Contacts:

• Frequent interaction with high-ranking military and civilian personnel;
• Must be able to liaise effectively, internally with NATO military and civilian personnel, and externally with offices of foreign governments and agencies.

Contribution To Objectives:

• The incumbent will make significant contribution to the achievement of the JATEC’s objectives. The role is vital in the smooth and efficient running of the Registry Cell and is thus of great importance to the JATEC through effective administration.

Security Clearance

The successful applicant will be required to apply for and receive a NATO SECRET Security Clearance prior to final confirmation of contract and commencement of employment.

Contract

This position is linked to a specific NATO project and is for a limited duration of 3 (three) years only.

Serving NATO International Civilian staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.  Newly recruited staff will be offered a three year definite duration contract.

Notes for Candidates

The HQ SACT web site gives full details on the eligibility criteria and application processes to be adopted by all candidates.  However, candidates should particularly note:

Please answer each of the pre-screening questions completely in English. Expressions such as: “please see attached CV, please see annex, please see enclosed document, etc” are not acceptable; this is a cause of immediate rejection of the application.

Particular attention should be given to Education and Experience section of your application form, which should be populated with details of your career to date and educational achievements and certifications as they relate to your application.

The candidature of NATO redundant staff at grade G10 will be considered with priority.

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.

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, and strongly encourages women to apply.

This vacancy will close on 30 March @ 17:59hrs (EDT)/11:59hrs (CEST).