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Friday, May 13, 2011

Head, Classified Material Control, Archives and Information Management, B5. NATO HQ, Brussels. Open until 17 June 2011

Brussels, 10 May 2011
LOCATION: NATO Headquarters, Brussels, Belgium
The incumbent serves as Head of Unit within Archives and Information Management. He/she is responsible for the correct and timely processing of NATO Headquarters (HQ) documents in both paper and electronic formats. The incumbent is responsible for ensuring that the processing and dissemination of NATO HQ documentation occurs in accordance with NATO Security Policy, the NATO Information Management Policy and NATO HQ procedures. He/she will contribute to quality control measures thereby ensuring that the NATO HQ documentation meets agreed standards and is stored and disseminated with due regard to overall NATO information needs. The incumbent will also manage a team and allocate tasks and work in accordance with priorities and the required level of expertise. In addition, the incumbent is responsible for the maintaining the International Staff inventory of accountable materials in accordance with NATO Security Policy including monitoring the management and maintenance of the accountable materials held by individuals and organisations within the International Staff.
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The incumbent must:

have a university degree from an institution of recognised standing, or have equivalent professional experience;

have at least 5-10 years of experience in information functions and in the implementation of information life-cycle best practices, in particular those pertaining to organisation, accessibility, transmission, storage and protection;

have good practical knowledge of IT applications and of current office software packages with emphasis on the use of the MS Office suite and document management systems;

have knowledge and experience of international best practices and standards in the field of information management and be familiar with the life-cycle management of records;

be familiar with NATO documentation and related procedures as applied at NATO HQ;

have experience in supervising others and monitoring their work;

have knowledge and experience of the handling of classified and sensitive information in both electronic and paper formats;

be fluent orally and in writing in one of the official languages of the Organization, with a good working knowledge of the other;

be willing to work extended and/or flexible working hours.
The following would be considered an advantage:

familiarity with NATO Civilian and Military structures;

experience in the use of document management systems;
Planning and Execution
Contribute to the structured organization of information. Support initiatives towards improving data quality and data consistency. Implement policies and procedures for information management and information access, in particular those related to the NATO Information Management Policy (NIMP) and to NATO Security Policy. Ensure the quality control of the documents and document inventories. Implement instructions from customers and ensure the timely recording and dissemination of accountable materials, both in paper and in electronic format. Implement and monitor the systematic transfer of information between different networks and devices. Implement and monitor the systematic destruction of NATO accountable materials.
Project Management
Proactively manage unit workload according to objectives and agreed service levels. Ensure that unit activities are responsive to organizational business requirements. Monitor timely execution of tasks, determine or negotiate priorities and adapt priorities accordingly. Compile and analyze management statistics and report to hierarchy as required.
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Stakeholder Management
Respond to inquiries and contribute to the coordination of everyday information management issues with the NATO Office of Security, Committee Secretaries and other NATO HQ staff. Evaluate workload and negotiate priorities. Provide practical advice on policies and procedures related to marking, dissemination, retrieval, and secure access of information. Provide guidance to team members and advice NATO HQ staff on procedures and best practice with regard to document processing and other information management issues.
Organisational Efficiencies
Monitor unit activities and make constructive suggestions for more effective work arrangements, use of office tools, and dissemination procedures. Within agreed guidance, act on own initiative. Promote the unit to colleagues through presentations and reports. Recommend improvements to standing procedures.
People Management
Manage and motivate the staff of the Classified Material Control in their daily routine. Maintain commitment and focus. Balance workload and coach team members to ensure consistent level of skills and quality of output. Stay abreast of professional developments in the information management and security field and conduct topical briefing and training sessions. Recommend improvements to standing procedures.
Financial Management
Manage the budget of the unit in a cost-effective manner. Ensure it is aligned with strategic and operational plans.
Perform any other related duty as assigned.
The incumbent reports to the Head, Archives and Information Management and supervises the staff of the unit. He/she works closely with the Distribution Unit and the NATO Office of Security unit to ensure secure and timely distribution of NATO accountable documents. He/she liaises with members of the International Staff at all levels on matters pertaining to document security.
Direct reports: 3
The incumbent must demonstrate:


Analytical Thinking

Change Leadership

Clarity and Accuracy


Impact and Influence



Organisational Awareness
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The successful applicant will be offered an initial contract of 3 years' duration, which may be followed by an indefinite duration contract.
If the successful applicant is seconded from the national administration of one of NATO’s member States, a 3-year definite duration contract will be offered, which, may be renewed for a further period subject to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years.
Information on NATO’s contract policy can be found under "Contract Policy" in the Recruitment Section of the NATO HQ Internet website
Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.

Applications, indicating the staff vacancy number and job title, must be submitted using the NATO application form, which is available on the external internet Recruitment web site (

Closing date for applications: Friday 17 June 2011

When returning the application form via e-mail (strongly recommended), a maximum of one attachment in A4 format using WORD may be included. NOTE: it is imperative that the subject line of your e-mail indicates the Staff Vacancy reference number and the Division concerned only (i.e. B 11(2011) EM/AIM). Your application will not be taken into consideration if this information is omitted from the subject line of your e-mail.

Please note that only applicants who succeed in the initial screening will receive a response. In order to follow the status of a vacancy please refer to the web page “update on previous vacancies” on the NATO employment web site (

Please note that the vacancy notice will disappear from the NATO web site upon the closing date for receipt of applications. You are therefore advised to download a copy of the vacancy notice prior to the closing date, as you will not be able to obtain a copy after this date.

Due to the broad interest in NATO and the large number of potential candidates, telephone, e-mail or telefax enquiries cannot be dealt with.
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Please note that we accept applications electronically without a photograph and without a signature at this stage in the process.

Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate) and approval of the candidate’s medical file by the NATO Medical Adviser and the Organization’s insurers.

Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature, albeit at the same or a lower grade, provided they meet the necessary requirements.
• Please note that we can only accept applications from nationals of NATO member countries.
NATO is an equal opportunities employer, and does not discriminate on the grounds of gender, race or ethnic origin, religion, nationality, disability, age1 or sexual orientation.
NB: Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment.
1 Restrictions to age may apply for first appointment only, according to the NATO Civilian Personnel Regulations. This is a prerogative as approved by the NATO Council.
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