Information Management Assistant (200779)
Primary Location Belgium-Brussels
NATO Body NATO International Staff (NATO IS)
Application Deadline 06-Dec-2020
Salary (Pay Basis) 3,491.62Euro (EUR) Monthly
Grade B.3/ NATO Grade G8
Clearance Level CTS
The Archives and Information Management (AIM) Service ensures the accessibility,
availability and integrity of all official information produced by and for the North Atlantic
Council (NAC) and its Committees within the framework provided by the NATO
Information Management (IM) Policy and NATO Security Policy. It provides NATOwide IM and research support on matters pertaining to the activities of the NAC and
its Committees, ensures the preservation of NATO information of historical value on
behalf of the NATO Nations, provides training, support and guidance to NATO Nations,
partners and entities on the implementation and execution of NATO policies pertaining
to information and takes the lead on requirements development for all IM-related
technology projects at NATO Headquarters. In addition, AIM is responsible for
processing, disseminating, storing, organising and archiving the documentation
produced by the NATO Committee structure and by the Departments of the NATO HQ
International Staff (IS), taking into account the requirements of NATO Security Policy,
NATO IM Policy, and applicable NATO HQ procedures.
The Quality Management unit is responsible for measuring, assessing and reporting
on the quality of the metadata of information produced by and for the North Atlantic
Council and its Committees and stored in the official repositories. In this context, and
in order to maintain the consistency of the information holdings, the unit also monitors
the compliance of the repository content and of the underlying processes with the
applicable procedures or regulations.
The Information Management Assistant assists the Head of the Quality Management
unit in the production of regular reports and the monitoring of the compliance of the
repository contents with applicable policy and standards. As directed, he/she will
ensure that support to stakeholders is provided in an effective manner. He/she is
responsible for the correct and uniform application of relevant working procedures and
of information security regulations; sound judgement and capacity to apply regulations
will be essential assets for this position.
2. QUALIFICATIONS AND EXPERIENCE
The incumbent must:
have a high school diploma or an equivalent vocational education degree;
have 3 years' experience in information support functions OR a combination of
undergraduate studies in information or library sciences and 1 year of relevant
have knowledge and experience of international best practices and standards in
the fields of information and quality management;
have experience with ICT systems and their application to recordkeeping and
archives management, in particular, experience in working with electronic
document and records management systems (EDRMS);
have solid practical knowledge of IT applications and of current office software
packages, in particular, the MS Office suite, Adobe PDF and document
possess the following minimum levels of NATO’s official languages
(English/French): V (“Advanced”) in one; III (“ Intermediate”) in the other.
The following would be considered an advantage:
professional training or experience in library/information sciences, in data
administration, or in quality management;
knowledge of statistical methods and/or data analysis
relevant experience at the international level, especially within an international
3. MAIN ACCOUNTABILITIES
Planning and Execution
Under the direction of the Unit Head, assist in the quality management of information
stored in the NATO HQ Document Management System (DMS) and future Enterprise
Information Management (EIM) solutions. Undertake appropriate actions to correct
inappropriate data and metadata in these systems. Assist in the preparation of quality
assessment reports on the information stored in the NATO HQ DMS and EIM
solutions. Verify the accuracy and appropriateness of data and metadata in the
repositories, in accordance with the appropriate work procedures and guidelines and
the NATO Information Management Policy (NIMP). Verify adherence to relevant
NATO standards. Assist in the preparation of analytical reports with summary
performance metrics regarding the various contributors to the information repositories.
Assist in the preparation of analytical reports for the attention of service management
on overall data quality.
Respond to requests for quality management related information, specifically regular
reports. Assist in monitoring of repository contents and the compliance with policy and
organizational standards. Process documents and correspondence in accordance
with applicable procedures and guidance.
Support and cooperate with the units at NATO HQ that store documents into the
repositories, in particular the Information Capture Unit, to ensure effective data entry.
Assist in providing regular reports on quality management activities.
Participate in cross-functional training assignments within the service and in other
professional training as directed. Provide advice on basic IM topics and promote
awareness of best practices for quality management. Contribute to the improvement
of routine work processes. Improve own statistical and data analysis skill set.
Perform any other related duty as assigned.
The incumbent reports to the Head of the Quality Management Unit and is responsible
for the performance of all main accountabilities outlined above and other associated
responsibilities, .as they may evolve. He/she has frequent contacts with divisional staff
to deliver routine information support and to provide advice on quality management
related aspects; in this context he/she also works closely with other Archives and
Information Management staff to ensure optimal customer support.
Direct reports: N/a
Indirect reports: N/a
The incumbent must demonstrate:
Clarity and Accuracy: Checks own work;
Customer Service Orientation: Responds appropriately, maintains clear
Empathy: Listens actively;
Flexibility: Accepts the need for flexibility;
Initiative: Reacts to short-term opportunities or problems;
Organizational Commitment: Is able to fit in;
Contract to be offered to the successful applicant (if non-seconded): Definite duration
contract of three years’ duration; possibility of an indefinite duration contract thereafter.
Contract clause applicable:
In accordance with the NATO Civilian Personnel Regulations, the successful
candidate will receive a definite duration contract of three years, 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 of up to 3 years 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.
Serving staff will be offered a contract in accordance with the NATO Civilian Personnel
7. RECRUITMENT PROCESS:
Please note that we can only accept applications from nationals of NATO member
Applications must be submitted using e-recruitment system, as applicable:
For NATO civilian staff members only: please apply via the internal recruitment
portal (for more information, please contact your local Civilian HR Manager);
For all other applications: www.nato.int/recruitment
Please note that at the time of the interviews, candidates will be asked to provide
evidence of their education and professional experience as relevant for this vacancy.
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.
More information about the recruitment process and conditions of employment, can
be found at our website (http://www.nato.int/cps/en/natolive/recruit-hq-e.htm)
8. ADDITIONAL INFORMATION:
Salary value as per 2020. Subject to future adjustments in accordance with North
Atlantic Council decision.
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.
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.
Due to the broad interest in NATO and the large number of potential candidates,
telephone or e-mail enquiries cannot be dealt with.
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.
The nature of this position may require the staff member at times to be called upon to
travel for work and/or to work outside normal office hours.
The organization offers several work-life policies including Teleworking and Flexible
Working arrangements (Flexitime) subject to business requirements.
Please note that the International Staff at NATO Headquarters in Brussels, Belgium is
a non-smoking environment.