Manager (Registry), B5. NATO Undersea Research Centre ISPE. Open until 17 May 2010

Vacancy 5/2010
NATO JOB DESCRIPTION
PART I - JOB IDENTIFICATION
Job Title
Manager (Registry)
Date 27 Jun 2008
PE Post Number
TRC TIX 0030
Command
Allied Command Transformation
Rank/Grade
B-5
HQ
NATO Undersea Research Centre ISPE
Nationality
Division
Technical Support Division
Service
Branch
Information Services Office
Job Code
346T
Duty Location
La Spezia (ITA)
PART II - PE DETAILS
A. POST CONTEXT
The NATO Undersea Research Centre (NURC) develops technology that will facilitate the transformation of NATO military capabilities and is a focus for partnering in maritime innovation for NATO Commands and the NATO Nations. The Technical Support Division makes available up-to-date technologies for the use of the Research Division, to purchase, design and integrate equipments and systems, and to optimize the use of NURC sea-going resources. Information Services Office facilitates the flow in scientific, technical, and administrative information between NURC and NATO Commands and Agencies and national distributions centres. The incumbent is responsible for registry operations and services, and document control.
B. REPORTS TO
Head (Information Services), TRC TIX 0010.
C. PRINCIPAL DUTIES
The incumbent’s duties are:
1. Manage the Centre’s incoming and outgoing mail and parcels:
a. Handle and process letters and parcels via the Italian and US Armed Forces Post Office.
b. Process military messages via the Italian Navy Communications Centre.
c. Review and forward official faxes and email messages.
d. Coordinate and manage courier services.
2. Manage records:
a. Implement procedures for processing, filing and routine distribution of incoming and outgoing documents.
b. Maintain records and files in accordance with requirements of the Centre and NATO.
c. Scan and digitize records for access and archiving; post appropriate records on the NURC intranet (MIS).
d. Manage the crypto centre, using crypto material and destroying material as necessary.
e. Perform downgrading and destruction of records in accordance with security regulations.
f. Respond to inquiries for information and records/documents, working in collaboration with the ISD Information Specialist.
g. In collaboration with Publications Manager, maintain the Centre’s distribution lists.
3. Administration of the Registry:
a. Manage the Registry’s operational budget.
b. Keep account of postal, telegraphic and fax expenses.
c. Maintain Registry equipment.
4. Other duties as assigned by the Department Head
Legal authority is held: None
Budget authority is held: None
Decision authority is held: None
Supervisory duties: None
There are no first line reporting responsibilities
D. ADDITIONAL DUTIES
1. The incumbent may be required to perform his or her duties onboard NURC’s vessels and may be called upon to perform like duties elsewhere in the organisation.
2. Flexibility Clause: In order for the command to deal with emergent requirements, the incumbent may be required to perform other related duties as directed (in particular, the incumbent can expect to work as a member of Working Groups, Project Teams, etc. for defined periods of time). Additionally, the incumbent may also be reassigned as directed by the Deputy Director for up to 180 days (and where necessary in excess of 180 days with the agreement of the incumbent).
3. Annual TDY Requirement: The incumbent can expect to go on TDY both within and outside NATO’s boundaries.

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 work is normally performed in a typical Office environment. Normal Working Conditions apply. The risk of injury is categorised as: No Risk
PART III – QUALIFICATIONS
A. ESSENTIAL QUALIFICATIONS
1. Professional/Experience
Primary: 346T Secretarial and office work - Postal Services
Activities involved in all aspect of postal services to include delivery. This includes processing, sorting of mail and parcels in designated post offices, mail processing plants and internal mail rooms, and serving customers. [Ref: NATO Insert to UNESCO ISCED 1997:346]
Primary Skill Level: Apply: Works under general supervision, uses discretion in identifying and resolving complex problems and assignments and determines when problems should be escalated to a higher level. Performs a broad range of work, sometimes complex and non-routine, in a variety of environments. Understands and uses appropriate methods, tools and applications. Plans, schedules own work and monitors work of others - where applicable - within limited time horizons. In predictable and structured areas may supervise others. Influences peers and has frequent contact with external organisations, HQs and agencies. Appreciates wider occupational field and is able to absorb and apply new information and demonstrate an analytical and systematic approach to problem solving. [Ref: NATO adaptation of SFIA v3 2005:Generic Level Description]
a. 3-5 years’ of professional working experience (depending on educational background/degree) in the administrative field.
2. Education/Training
Higher Secondary education and completed higher vocational training leading to a formal technical or professional certification with 3 years function related experience, or a Secondary education and completed advanced vocational training leading to a professional qualification or professional accreditation with 5 years’ post related experience.
3. Security Clearance
COSMIC TOP SECRET
4. Language
English SLP 3322 (Listening, Speaking, Reading and Writing)
The HQ's host nation language is required.
NOTE: The work both oral and written in this post and in this Headquarters as a whole is conducted mainly in English.
5. Standard Automatic Data Processing Knowledge
Word Processing: Working Knowledge
Spreadsheet: Working Knowledge
Graphics Presentation: Working Knowledge
Database: Working Knowledge
eMail Clients/Web Browsers: Working Knowledge
Web Content Management: Not Required
B. DESIRABLE QUALIFICATIONS
1. Professional/Experience
Specific Experience: A minimum of 6 years of professional working experience in registry operations or a related document or information management field.
2. Education/Training
a. High School diploma or comparable equivalent level of educational training in information management.
b. Capability to maintain professional qualifications through continued education to remain abreast of the latest technical principles and practices.
3. Language
C. CIVILIAN POSTS
1. Personal Attributes
Personal qualities of tact, judgment and adaptability to work harmoniously with colleagues and other staff in a multicultural environment as well as with staff from private scientific/industrial organizations.
2. Managerial Responsibilities
3. Professional Contacts
Professional contacts both inside and outside the Centre, often requiring explanation, discussion, persuasion and approval of action to achieve good results.
4. Contribution to the Objectives
5. Work Environment:
The work is normally performed in a typical Office environment. Normal Working Conditions apply. The risk of injury is categorised as: No Risk
D. CONTRACT
Applicants are made aware that the NATO Command structure is currently undergoing a review, the results of which could potentially affect the continued existence of the post for which they are applying. For this reason, newly recruited staff will be offered a three-year definite duration contract which might be followed by an indefinite duration contract.
Serving NATO International Civilian staff will be offered a contract in accordance with the NATO civilian personnel regulations.
E. APPLICATION PROCEDURES
Qualified candidates must submit completed official NURC application form (available at http://www.nurc.nato.int/employment/app-form.rtf) indicating vacancy number and job title. A covering letter explaining how their experience and qualifications fit them to the specified requirements should also be included. Copies of certificates covering the highest level of education required by the job description must be submitted together with the application form. Applications must be submitted electronically (preferable) to: recruitment@nurc.nato.int (in this latter case the application form and its supporting documents such as continuation sheets and copies of certificates, must be sent as a single word document),or by ordinary mail addressed to: Human Resources Branch, NURC, a NATO Research Centre, Viale San Bartolomeo 400, 19126 San Bartolomeo, La Spezia, Italy
Applications will be accepted and considered until the 17th of May 2010.
Notes for candidates: the candidature of NATO redundant staff will be considered and evaluated before any other candidature.
Notes for NATO civilian personnel officers/human resources managers: if you have any qualified redundant staff of same grade, please advise NURC either by message or e-mail (recruitment@nurc.nato.int) no later than the 7th of May 2010.
Remarks: only nationals of the 28 NATO member countries can apply for vacancies at NURC. The NATO member countries are: Albania, Belgium, Bulgaria, Canada, Croatia, Czech Republic, Denmark, Estonia, France, Germany, Greece, Hungary, Iceland, Italy, Latvia, Lithuania, Luxembourg, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, the Netherlands, Turkey, United Kingdom, and United States.
POC: Human Resources Branch (recruitment@nurc.nato.int)