Assistant, Information and Knowledge Management, B-3/B-4. NATO HQ, Brussels. Open until 4 April 2019

Assistant, Information and Knowledge Management (190213)
 
Primary Location Belgium-Brussels

NATO Body NATO International Staff (NATO IS)

Schedule Full-time

Application Deadline 04-Apr-2019

Salary (Pay Basis) 3,436.63Euro (EUR) Monthly

Grade B.3/B.4

Clearance Level NS 


Description    

1. SUMMARY 
As part of the Committee Coordination team, the incumbent provides technical support to efforts to coordinate the business of the Deputies Committee (DPRC), the Political Committee (PC), the Defence Policy and Planning Committee (DPPC) and the Operations Policy Committee (OPC), reciprocally and with the work of the North Atlantic Council (NAC) and other bodies at Ambassadorial, Ministerial and Summit level.  S/he is also involved in coordination with the International Military Staff (IMS), thus contributing to better coherence, prioritization, collaboration and planning across the Organization and more effective and efficient conduct of the business of the Council and other bodies at Ambassadorial level and above. 
Specifically, the incumbent is involved in the development and maintenance of a new information management platform covering NATO Headquarters committees and International Staff (IS) divisions, similar to the existing NAC Portal, and is given specific responsibilities in the development of collaborative tools to enhance the sharing of information and knowledge across the Headquarters.   S/he also carries out other Council Secretariat tasks requiring skills in the fields of information technology, organization and administration.

 2. QUALIFICATIONS AND EXPERIENCE

ESSENTIAL The incumbent must:

have a good general education at least to higher secondary level;  have at least 3 years' experience in implementing, customizing and maintaining information technology solutions;   have in-depth working knowledge of software applications, in particular collaborative tools and solutions based on Microsoft SharePoint, including techniques for retrieving, processing and presenting information;  be detail-oriented and accurate;   possess the following minimum levels of NATO's official languages (English/French) V (“Advanced”) in one; II (“Elementary”) in the other;  be prepared to work outside office hours as required.  

DESIRABLE The following would be considered an advantage:    administrative support experience;  experience in organizing conferences and programme administration;  experience from an international political organization, a national administration or the armed forces.  

3. MAIN ACCOUNTABILITIES

Planning and Execution
Under supervision, contribute to the development and maintenance of a new information management platform covering NATO Headquarters committees and IS divisions.  Develop collaborative tools and SharePoint-based solutions to enhance the sharing of information and knowledge across the Headquarters.  Enhance the Council Secretariat’s overall technical capabilities.  Produce and present relevant reports and statistics.  Organize assigned tasks so as to ensure the accurate and timely execution of duties.     Information Management
Design, develop and implement technical solutions to manage information related to the NAC and the committee structure.  Process and present the information in question correctly and accurately. Maintain an effective follow-up and/or reminder system for pending actions.   
 
 Knowledge Management
Collect, categorize and track information required for various tasks and projects. Ensure that upper management in Council Secretariat is continually made aware of any developments related to the incumbent’s area of responsibility.  

Stakeholder Management
Liaise with points of contact to ensure efficiency in daily management of workload and processes. Be the point of contact for technical enquiries. Maintain lists of relevant contacts.  

Expertise Development
Proactively develop skills in areas such as information management, planning and organizing, new technology and effective communication. Liaise with other Assistants to leverage knowledge.    

Organizational Efficiencies
Provide constructive suggestions to improve office procedures. Find ways to be faster, better and more effective in managing information and using office tools.    Perform any other related duty as assigned.    

4. INTERRELATIONSHIPS
The incumbent reports to the Senior Officer and Team Leader, Committee Coordination Team. S/he supports the Committee Coordination team which reports to the Secretary of the Council, while also maintaining a close working relationship with other members of the Council Secretariat.  S/he likewise maintains a close working relationship with the Executive Management Information, Communication, and Technology Management (ICTM) technical staff and the Archives & Information Management team, the Private Office of the Secretary General and committee support staff in IS divisions, and the IMS Executive Coordinator’s Office.

Direct reports: N/a Indirect reports: N/a    

5. COMPETENCIES
The incumbent must demonstrate:

Clarity and Accuracy: Checks own work;  Customer Service Orientation: Takes personal responsibility for correcting  problems;  Empathy: Listens actively;  Flexibility: Acts with flexibility;  Initiative: Is decisive in a time-sensitive situation;  Organisational Awareness: Understands the Organization's structure;  Teamwork: Expresses positive attitudes and expectations of the team;
 
 6. CONTRACT:    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 Régulations.    

7. RECRUITMENT PROCESS: 

Please note that we can only accept applications from nationals of NATO member countries. 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:   NATO as employer values diverse backgrounds and perspectives and is committed to recruiting and retaining a diverse and talented workforce. NATO welcomes applications of nationals from all Member States 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 nonsmoking environment.