Tuesday, December 18, 2012
Head, Information Management Support Services, A.3. NATO HQ, Brussels. Open until 31 January 2013
NATO UNCLASSIFIED INTERNATIONAL MILITARY STAFF ETAT-MAJOR MILITAIRE INTERNATIONAL STAFF VACANCY IMS/004/2012 12 December 2012 DIVISION: Support Activity Information Management Support Services TITLE: Head, Information Management Support Services GRADE: A-3 POST CONTEXT 1. A post as Head, Information Management Support Services (IMSS) in the Support Activity of the International Military Staff (IMS) which is responsible for the efficient functioning of IMSS, the execution and implementation of the release policy and the Public Disclosure Programme. The incumbent is a staff officer who is responsible to the Executive Coordinator, IMS through the Head, Support Activity, IMS. PRINCIPAL DUTIES 2. Duties include: a. providing overall advice and service for effective information management in the IMS in accordance with the NATO Information Management Policy, including close coordination with other NATO bodies; b. providing relevant support for the IMS, the Chairman and members of the Military Committee (MC), NATO Headquarters C3 Staff (NHQC3S) and NATO Standardisation Agency (NSA); c. being responsible for the management and administration of all military and civilian staff employed in the IMSS; d. developing policy and providing advice on the release of information and the implementation of the release policy for MC/IMS originated documents in accordance with current related security agreements; e. being responsible for the efficient functioning of : (1) the Short Term Information Processing Unit and the Reproduction/Distribution & Graphic Design Unit; (2) the Long Term Information Processing Unit and the Public Disclosure Unit; (3) the NS/CTS/ATOMAL Information Processing Unit; f. maintaining courier schedules and the official receipt, control, recording, accounting, issue, maintenance and distribution of documents, messages and mail of all classifications, including COSMIC TOP SECRET, ATOMAL and SIOP; g. being responsible for the management of records, indexing, retrieval, utilisation, retirement and disposal of files; h. being responsible for the printing/reproduction and graphics design of all MC/IMS publications and those of NSA; i. being responsible for the management and implementation of the Policy of Public Disclosure of NATO Information; j. carrying out the duties of the MC/IMS COSMIC and ATOMAL Control Officer and the MC/IMS NATO SECRET Control Officer. ADDITIONAL DUTIES 3. The incumbent may be required to: a. work irregular hours; b. perform other similar duties as may by directed, albeit in a different organisational element to which he/she normally works. ESSENTIAL QUALIFICATIONS 4. Professional/Experience. The incumbent must have: a. wide administrative experience and at least 5 years experience in information and records management; b. the ability to supervise both military and civilian staff of mixed nationalities. 5. Education/Training. The incumbent must have: a. a university degree or equivalent educational level qualifications; b. a comprehensive knowledge of automated office management systems. 6. Automated Data Processing. The incumbent must have a broad experience with Information and Communication Technology (ICT) systems and current office software packages and their application to document processing, record keeping and information management. 7. Security Clearance. COSMIC TOP SECRET/ATOMAL - (if not currently held, incumbent must be eligible for this level of clearance). 8. Languages: a. ENGLISH (SLP 4444) (listening/speaking/reading/writing – very good) b. FRENCH (PLS 3232) listening/speaking/reading/writing –good/fair) DESIRABLE QUALIFICATIONS 9. Education/Training The incumbent should have a good knowledge of Information Technology, Document Management Systems and other office automation tools. PERSONAL ATTRIBUTES 10. The incumbent must be willing to work beyond normal office hours and be able to demonstrate diplomacy, tact and courtesy at all times. MANAGERIAL RESPONSIBILITIES 11. The incumbent is responsible for: a. the supervision of a total of 22 staff members, both civilian and military of varied grades; b. the administrative control of several sub-registries c. budgeting for IT and Reproduction equipment. PROFESSIONAL CONTACTS 12. The incumbent will be expected to maintain professional contact with: a. Internal and external (NATO) staff in meetings/conferences/working groups at the same or higher level on administration, registry policy, security, courier/postal matter, information management systems, release of information, etc; b. External (Private Sector) staff in civil/industrial companies, organisations and universities concerning the exchange of information, product information, etc. CONTRIBUTION TO THE OBJECTIVES 13. IMSS is a key player in the efficient operations and support of the IMS and the MC. Tasks performed are essential to the organisation to achieve its objectives. WORK ENVIRONMENT 14. Normal NATO office working environment. DATE LIMIT 15. Applications for this post must be made in writing, using the standard NATO application form which can be downloaded from the intranet at (http://hqweb.hq.nato.int/em/hr/en/recruitment/applicationForms/ExternalApplicationForm.doc) or the Internet at (http://www.nato.int/cps/en/natolive/86753.htm) and submitted before : Thursday 31 January 2013 16. Applications should be sent electronically to firstname.lastname@example.org Alternatively, candidates may send a hard copy of their application to Ms. Carla Sparrow, Human Resources Office, International Military Staff, Room H-144, NATO Headquarters, Boulevard Leopold III, 1110 Brussels, Belgium. 17. Candidates are requested to mention their telephone extensions in their applications. Applications from NATO international civilian personnel should be made through the candidate’s Head of Human Resources. Applications from candidates who do not meet the required qualifications will not be taken into consideration. Applications submitted after the date limit indicated above may be accepted provided they arrive in time for the candidates concerned to be considered for the selection process. 18. The successful applicant will be offered a three-year definite duration contract which may be renewed. If the successful candidate is seconded from a national administration, public institution or the armed forces of a NATO member state, he/she will be offered a three-year definite duration contract which may be renewed for a further period of up to three years. The maximum time of service in post for seconded staff is six years. Serving NATO international civilian personnel will be offered a contract in accordance with the NATO Civilian Personnel Regulations. 19. Appointment will be subject to the deliverance of a COSMIC TOP SECRET/ATOMAL security clearance by the national authorities of the selected candidate and approval of the candidate’s medical file by the NATO Medical Adviser. 20. A written test may be held as part of the selection procedure. NOTE: 1. In preparation for the transition to the new NATO HQ, the IMSS will probably undergo an organisational review in the near future which may have an impact on its structure. L. VITIELLO Civilian Human Resources Manager International Military Staff N.B. Please note that the International Military Staff at NATO Headquarters in Brussels, Belgium, is a nonsmoking environment.