Assistant, Archives and Information Management, B3/B4. NATO HQ. Open until 25 May 2010

Brussels, 26th April 2010
NOTIFICATION OF A "B" GRADE VACANCY
NATO INTERNATIONAL STAFF
OPEN TO NATIONALS OF NATO MEMBER STATES ONLY
STAFF VACANCY N° B 16(2010)
LOCATION: NATO Headquarters, Brussels, Belgium
DIVISION EXECUTIVE MANAGEMENT
INFORMATION, COMMUNICATION AND TECHNOLOGY MANAGEMENT
ARCHIVES AND INFORMATION MANAGEMENT
TITLE Assistant
GRADE B3/B4

1. SUMMARY
The incumbent will carry out the duties of Assistant in Archives and Information Management. He/she is accountable for efficiently handling a wide range of support duties of an administrative and organisational nature.

2. QUALIFICATIONS AND EXPERIENCE
ESSENTIAL
The incumbent must:
have a good general education at least to higher secondary level or to secondary
level complemented by secretarial school;
have familiarity with various software packages, in particular the Microsoft Office suite or similar;
have at least 4 years' experience of secretarial duties;
have the ability to demonstrate at least one additional skill, e.g.: in-depth working knowledge of PC software applications; experience in organising conferences or programme administration; knowledge of, and experience in accountancy; or working knowledge of an additional language of a NATO member nation;
be fluent in one of the official languages of the Organization and have a good working knowledge of the other (must have passed standardised NATO tests);
pass NATO secretarial tests (this applies to candidates shortlisted for an interview only).

DESIRABLE
The following would be considered an advantage:
European Computer Driving Licence (ECDL) or similar certification.
3. MAIN ACCOUNTABILITIES
Planning and Execution
Assist with the day-to-day administration: arrange meetings and handle related details, such as necessary travel arrangements and mission coordination, as well as coordination of leave plans. Organise own workload to ensure the accurate and timely execution of duties.
Information Management
Administer the Section Head’s schedule. Answer enquiries and incoming calls. Draft memoranda and cover letters to documents. Type and format all kinds of documents, including tables of figures requiring careful presentation using the standard software packages used by NATO (Word, Excel, PowerPoint). Take minutes at meetings as necessary. Oversee the paper flow into and out of the office including retrieving and organising correspondence/documents (including classified information). Maintain an effective follow-up and/or reminder system for pending actions within the Section.
Knowledge Management
Collect, categorise, and track relevant information required for various tasks and projects. Maintain well-structured paper and electronic filing systems.
Stakeholder Management
Liaise with points of contact to ensure efficiency in daily management of workload and processes. Be the point of contact for initial requests of various nature. Maintain all lists of internal and external contacts.
Expertise Development
Proactively develop skills in areas such as planning and organising, new technology, languages and effective communication. Liaise with other Assistants to leverage knowledge.
Organisational Efficiencies
Provide constructive suggestions to improve office procedures. Find ways to be faster, better and more effective in managing information and using office tools.

Financial Management
Assist with purchasing and coordinating orders. Ensure that proper financial procedures are followed for the budget, prepare the necessary financial documents, follow up on activities to ensure that financial files are correctly processed and maintain records of all financial transactions.
Perform any other related duty as assigned.

4. INTERRELATIONSHIPS
The incumbent reports to the Head, Archives and Information Management. He/she provides support to Section Heads, and supports Unit Heads in the conduct of their duties.

5. COMPETENCIES
The incumbent will demonstrate the following competencies:
• Organisational Awareness
• Teamwork
• Customer Service Orientation
• Initiative
• Clarity and Accuracy
• Empathy
• Flexibility
• Integrity

6. CONTRACT
The successful applicant will be offered an initial contract of three years' duration, which may be followed by an indefinite duration contract.
If the successful applicant is seconded from a national administration, public institution or the armed forces of a NATO member state, he or she will be offered a three year definite duration contract which, subject also to the agreement of the national authority concerned, may be renewed for a further period of up to three years. The maximum period of service in the post as a seconded staff member is six years.
Full information on the revised contract policy for staff who apply for posts advertised on or after 1st September 2007 can be found on the NATO web site at www.nato.int/structur/recruit/working-for-nato.html under "Contract Policy".
Serving staff will be offered a contract in accordance with the contract policy which applies to them.
NOTE:
Irrespective of previous qualifications and experience, candidates for twin-graded posts will be appointed at the lower grade.

There are certain specific circumstances in which a serving staff member may be appointed directly to the higher grade. These are described in the IS directive on twin-graded posts.
Advancement to the higher grade is not automatic and at least a minimum period of 3 years’ service (2 years for an A.1/A.2 post) is required before promotion to the higher grade can be considered.

HOW TO APPLY
• Applications, indicating the staff vacancy number and job title, must be submitted using the NATO application form, which is available on the NATO web site at www.nato.int/structur/recruit/how-to-apply.html
• Closing date for applications: Tuesday, 25th May 2010
• When returning the application form via e-mail, a maximum of one attachment in A4 format using WORD may be included.
• 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 web site at
www.nato.int/structur/recruit/vacancies-upd.html
• Due to the broad interest in NATO and the large number of potential candidates, telephone, e-mail or telefax enquiries cannot be dealt with.
• 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.
NB: Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment.