Friday, February 20, 2015

Senior Assistant - Research, Archives and Control, B.4, NATO HQ, Brussels. Open until 25 March 2015


17 February 2015


Executive Coordinator

Information Management

Knowledge, Information, Support and Services Management

: Senior Assistant - Research, Archives and Control

: B-4

Please note that the competition for this post will take place in Brussels and is provisionally scheduled for mid May 2015

1. Post Context. This post is in the Knowledge, Information, Support and Services (KISS) Management under the directorate of the Executive Coordinator (EXCO) of the International Military Staff (IMS). The Senior Assistant, Research, Archives and Control (RAC) is responsible to, and assists, the Head Records, Archives and Research (RAR) Unit with archiving, retention and provision of current and historical information of the Military Committee (MC) and the IMS.

2. Principal Duties.

a. Assisting the Head RAR Unit in the preservation and storage of documents/information, publications, correspondence and messages and their retrieval, both manually and by Automated Data Processing (ADP) means;

b. Providing research upon requests for NATO/World-wide documents/information;

c. Screening, indexing, retaining, destroying, downgrading and declassifying documents;

d. Controlling and advising IMS Action Officers on the preparation of MC and MC Memoranda (MCM) documents in order to ensure continuity, coherence, adherence to protocol and layout and controlling of these documents prior to the signature of the Director General IMS (DGIMS);

e. Maintaining/vetting the IMS Web Pages regarding:

(1) MC/IMS taskers to SHAPE, ACT or other NATO agencies requesting


(2) Open IMS Working Memoranda (IMSWM);

(3) The index of current MC Documents;

(4) IMS Release of Information database;

f. Vetting all correspondence and instructing its indexing and relation to other documents;

g. Maintaining and updating databases regarding:

(1) Access Control of documentation/information;

(2) MC Documents, MCMs and Chairman MCMs sent to North Atlantic

Council (NAC) for action and vetting of all incoming documents related to these documents/information;

(3) International Staff (IS) correspondence through vetting and securing,

in order to track the staffing of these documents.

(4) The Outstanding Actions on MC related documents web

page accordingly;

h. Providing research and advice regarding requests for release of information to non-NATO nations, organisations and/or bodies;

i. Updating the IMS Document Management System (DMS) with information of all documentation released to Euro-Atlantic Partnership Council (EAPC) / Partnerships for Peace (PfP) and non-NATO nations/bodies/entities;

j. Maintaining a standardised document reference system;

k. Maintaining the filing system, preparing new files and issuing/accounting for spare copies;

l. Updating, destroying, downgrading and declassifying documents, information, publications, correspondence and messages as instructed.

3. Special Requirements and Additional Duties. The incumbent may be required to:

a. Perform other related duties;

b. Travel both within and outside of NATO boundaries and work irregular hours

whenever necessary;

c. Perform Research and Advice duties in the NATO HQ Crisis Management


4. Essential Qualifications.

a. Professional/Experience. The incumbent must have:


(1) A minimum of 4 years of experience in the handling of NATO documentation and information management systems and subject/topic research;

(2) Extensive knowledge of NATO’s structure;

(3) In-depth knowledge of the MC and IMS processes and procedures;

(4) Very good knowledge of ICT systems and current office software packages and their application to document processing, recordkeeping and information sharing;

(5) Very good knowledge and experience of the NATO Security Regulations and in particular, the handling and accountability of classified material;

b. Education/Training. The incumbent must be educated to at least higher secondary level.

c. Languages. The incumbent must have a very good command of both

spoken and written English (advanced) and have a fair working knowledge of French (intermediate level). The candidate will be required to pass a one-hour multiple choice computer-based test in each language at the required level as well as to demonstrate their abilities in the written test and interview.

c. ADP Knowledge. The candidate will be required to pass the NATO HQ

Microsoft Proficiency Test (MOPT) which will test their abilities in Word, Excel, PowerPoint and Outlook.

5. Desirable Qualifications. The incumbent should have:

a. Knowledge of Microsoft SharePoint and Document Management Systems


b. Formal/vocational training in document/information handling systems.

6. Personal Attributes. The incumbent must:

a. Have good judgement, initiative, tact and client focus;

b. Be able to perform his/her tasks independently with only general advice and guidance.

7. Managerial Responsibilities The incumbent will be expected to supervise one military staff member.

8. Professional Contacts. The incumbent maintains regular professional contacts NATO/world-wide for the exchange of information.

9. Contribution to Objectives. The incumbent assists in the safeguarding and preservation of valuable current and historical information for NATO and, through analysis, knowledge and experience, advises staff officers of the Military Representatives and the

IMS on procedural and policy issues. He/she assists staff officers/Divisions in the completion of assigned taskers by screening all documentation/correspondence and providing guidance/information on follow-up actions.

10. Remarks.

a. Security Clearance

NATO SECRET (if not currently held, the incumbent must be eligible for this level of clearance).

b. Work Environment – Normal office environment.


Applications must be submitted by

25 March 2015 using one of the following links, 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:

12. 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.

13. Appointment will be subject to the deliverance of a NATO SECRET security clearance by the national authorities of the selected candidate and approval of the candidate’s medical file by the NATO Medical Adviser.

14. A written test will be held as part of the selection procedure.

15. Applicants who prove to be competent for the post but who are not successful in this competition may be offered an appointment in another post of a similar nature, which might become vacant in the near future, albeit at the same or a lower grade, provided they meet the necessary requirements.

16. The IMS at NATO Headquarters in Brussels, Belgium, is committed to providing equality in working opportunities regardless of sex, race or ethnic origin, religion, disability, age or sexual orientation.

17. The IMS is a non-smoking environment.


1. The IMS is currently undergoing a review process which is expected to be completed by end 2015. As a consequence, the title and some of the duties pertaining to this post may differ slightly from those detailed in this vacancy notice

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