Wednesday, November 25, 2020

Assistant, Information Management Support Service, B-3. NATO HQ, Brussels. Open until 27 November 2020




DIVISION: International Military Staff

Office of the Executive Coordinator

Information Management Support Service (IMSS)

TITLE: Assistant (IMSS)



Please note that the competition for this post will be conducted on-line and is

tentatively scheduled to be completed in the first half of February 2021, pending the

evolution of the ongoing COVID-19 crisis. This competition will also serve as a

basis to compile a reserve list for multiple vacancies that will become available in

the near future as a result of an ongoing restructuring of the IMSS.


1.       Post Context. An Assistant post in the IMSS.


2. Principal Duties May Include:

Information Support and Archives

 Control Military Committee (MC) and Military Committee Memoranda (MCM)

documents prior to signature by the Director General IMS (DGIMS) to ensure

continuity, coherence, and adherence to protocol and layout;

 Monitor quality, layout, and classification of documents and associated metadata to

conform to NATO/MC/IMS standards;

 Update IMSS systems (e.g. NATO Docs, Asset Management Tool, MC Interaction

System (MCIS), SharePoint Portal, Tasker Tracker Enterprise, etc.) with all the

relevant control data and metadata in accordance with all applicable IMS procedures;

 Conduct updating, destruction, downgrading and declassification of

documents/information, media and other material;

 Assist in the provision of professional guidance and advice with regard to Information

Management and Security of Information policies, directives and procedures;

 Assist the MC/IMS NCA Control Officer or Deputy Control Officer;

 Assist in the execution of inspections and spot-checks on NATO accountable

information and material (physical and digital formats);

 Assist in maintaining up-to-date access lists and specimen signatures of personnel

authorised to collect classified information;

 Assist in the archival of Summit, Ministerial, NAC and MC meeting records of political

and historical value.

 Identify, prepare documents for downgrading by content and examine the identified

information against the NATO exemptions;

 Prepare and list all information with permanent value earmarked for public disclosure;

 Assist in the research and retrieval of stored documentation upon request;

 Assist in the maintenance of filing systems and archives.

Information Processing

 Act as Information Controlling Processor, responsible for the verification of all

received information and for checking all official registered information in the EDRMS

(NATODocs), on their content and metadata;

 Responsible for the timely registration and distribution of all officially received

information following the life-cycle best practices;

 Update IMS Information and Knowledge Management systems with all relevant data

following the applicable IMS procedures;

 Assist in the creation of Distribution Lists and Access Control Lists ;

 Assist in managing the IMS references in the NATO Reference Generator;

 Update the cryptographic system ‘Pemheart’ on a monthly basis;

 Assist in the maintenance of filing systems and archives;

 Assist in the provision of professional guidance and advice with regard to Information

Management as directed in the NATO Information Management Policy and NATO

Security Policy;

 Distribute all incoming external messages.

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

 Perform additional related duties, albeit in a different organisational element to which

the individual normally works;

 Provide or support training to the staff of the section on the daily working procedures

and handling of document management systems;

 May be called upon to provide support in the training of IMS IM processes;

 Travel both within and outside of NATO boundaries;

 Attend as directed additional training and specialised courses relevant to the

aforementioned duties;

 Perform a role in the IMS Crisis Management Organisation during exercises and in

times of tension, crisis and war;

 Provide courier services;

 Work irregular hours and perform overtime whenever necessary.


4. Essential Qualifications.


 A minimum of three years of experience in the handling of NATO documentation and

information management systems;

 Knowledge of NATO’s structure, information management, and NATO security


 Knowledge of ICT systems, current office software packages and their application to

document processing, record keeping and information sharing.

Education/Training. Higher secondary education or equivalent (ISCED level 3,

category 35 subcategories 3/4)

Languages. Candidates must have a very good level of spoken and written English.

The working language in the IMS is English and therefore candidates will be required

to pass a one-hour multiple-choice computer-based test in English at the required

level as well as to demonstrate their abilities in the written test and interview.

Computer Literacy. Use of MS-Office applications in crucial to the effective and

successful execution of daily duties. Good working user experience with Word,

Outlook, Excel, PowerPoint, SharePoint and web applications.


5. Desirable Qualifications.


 Good working experience with Microsoft SharePoint.


 NATO Security Course (if not held, it will be provided upon joining);

 NATO IKM Course (if not held, it will be provided upon joining).

 Non-specified training that will allow the incumbent to remain current or gain new

skills associated with existing or emerging requirements of the post.

Languages. An elementary level of French.


6. Personal Attributes. High level of competency in judgement, flexibility, initiative, tact,

diplomacy, team culture, client focus and good communication skills. Be able to perform

tasks with little guidance or supervision.

 Candidates must demonstrate the following competencies:

o Clarity and Accuracy: Checks own work;

o Customer Service Orientation: Takes personal responsibility for correcting


o Empathy: Listens actively;

o Flexibility : Acts with flexibility;

o Initiative: Is decisive in a time-sensitive situation;

o Organizational Awareness: Understands the Organisation’s structure;

o Teamwork: Expresses positive attitudes and expectations of team or team



7. Professional Contacts. Regular professional contact at the level of Staff Officers,

Executive Officers, and Registry Staff with IMS authorities and agencies, Military

Representatives (MilReps), International Staff, other HQs/Commands, Ministries of

Defence, Embassies, and NATO Liaison Offices.


8. Contribution to the Objectives. Actively contribute to the fulfilment of the

objectives of the Section by:

 processing, controlling, preserving and safeguarding/protecting highly classified and

other valuable current and historical information and assuring an effective and

efficient flow of this material to and from the IMS and the MC;

 processing information in accordance with the existing Public Disclosure policy and

advising senior management on the public disclosure of that information in order to

improve NATO’s transparency.


9. Remarks.

 Security Clearance – NATO SECRET (up to a maximum of COSMIC TOP

SECRET/ATOMAL (CTS/A) if not currently held, the incumbent must be eligible for

this level of clearance).

 Work Environment – Normal office environment.


10. How to apply.

Applications must be submitted by 27 November 2020 (23:59 Brussels time) 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:

Applications are automatically acknowledged within one working day after submission. In

the absence of an acknowledgement please make sure the submission process is

completed, or, resubmit the application.


11. Additional Information.

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.

Appointment will be subject to the deliverance of the appropriate security clearance (up to a

maximum of CTS/A) by the national authorities and approval of the medical file by the NATO

Medical Adviser.

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

Applicants who meet the necessary requirements and who prove to be competent for the

post but who are not successful in this particular competition, will be placed on a reserve list

to be considered for posts of a similar nature which will become vacant in the near future

following the restructuring of IMSS.

NATO as an 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.

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 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.

The IMS is a non-smoking environment.

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