Friday, December 4, 2020

Information Management Assistant, B.3 - G.8. NATO HQ, Brussels. Open until 6 December 2020


Information Management Assistant (200779)

Primary Location Belgium-Brussels

NATO Body NATO International Staff (NATO IS)

Schedule Full-time

Application Deadline 06-Dec-2020

Salary (Pay Basis) 3,491.62Euro (EUR) Monthly

Grade B.3/ NATO Grade G8

Clearance Level CTS




The Archives and Information Management (AIM) Service ensures the accessibility,

availability and integrity of all official information produced by and for the North Atlantic

Council (NAC) and its Committees within the framework provided by the NATO

Information Management (IM) Policy and NATO Security Policy. It provides NATOwide IM and research support on matters pertaining to the activities of the NAC and

its Committees, ensures the preservation of NATO information of historical value on

behalf of the NATO Nations, provides training, support and guidance to NATO Nations,

partners and entities on the implementation and execution of NATO policies pertaining

to information and takes the lead on requirements development for all IM-related

technology projects at NATO Headquarters. In addition, AIM is responsible for

processing, disseminating, storing, organising and archiving the documentation

produced by the NATO Committee structure and by the Departments of the NATO HQ

International Staff (IS), taking into account the requirements of NATO Security Policy,

NATO IM Policy, and applicable NATO HQ procedures.

The Quality Management unit is responsible for measuring, assessing and reporting

on the quality of the metadata of information produced by and for the North Atlantic

Council and its Committees and stored in the official repositories. In this context, and

in order to maintain the consistency of the information holdings, the unit also monitors

the compliance of the repository content and of the underlying processes with the

applicable procedures or regulations.


The Information Management Assistant assists the Head of the Quality Management

unit in the production of regular reports and the monitoring of the compliance of the

repository contents with applicable policy and standards. As directed, he/she will

ensure that support to stakeholders is provided in an effective manner. He/she is

responsible for the correct and uniform application of relevant working procedures and

of information security regulations; sound judgement and capacity to apply regulations

will be essential assets for this position.





The incumbent must:

 have a high school diploma or an equivalent vocational education degree;

 have 3 years' experience in information support functions OR a combination of

undergraduate studies in information or library sciences and 1 year of relevant


 have knowledge and experience of international best practices and standards in

the fields of information and quality management;

 have experience with ICT systems and their application to recordkeeping and

archives management, in particular, experience in working with electronic

document and records management systems (EDRMS);

 have solid practical knowledge of IT applications and of current office software

packages, in particular, the MS Office suite, Adobe PDF and document

management systems;

 possess the following minimum levels of NATO’s official languages

(English/French): V (“Advanced”) in one; III (“ Intermediate”) in the other.


The following would be considered an advantage:

 professional training or experience in library/information sciences, in data

administration, or in quality management;

 knowledge of statistical methods and/or data analysis

 relevant experience at the international level, especially within an international





Planning and Execution

Under the direction of the Unit Head, assist in the quality management of information

stored in the NATO HQ Document Management System (DMS) and future Enterprise

Information Management (EIM) solutions. Undertake appropriate actions to correct

inappropriate data and metadata in these systems. Assist in the preparation of quality

assessment reports on the information stored in the NATO HQ DMS and EIM

solutions. Verify the accuracy and appropriateness of data and metadata in the

repositories, in accordance with the appropriate work procedures and guidelines and

the NATO Information Management Policy (NIMP). Verify adherence to relevant

NATO standards. Assist in the preparation of analytical reports with summary

performance metrics regarding the various contributors to the information repositories.

Assist in the preparation of analytical reports for the attention of service management

on overall data quality.


Information Management

Respond to requests for quality management related information, specifically regular

reports. Assist in monitoring of repository contents and the compliance with policy and

organizational standards. Process documents and correspondence in accordance

with applicable procedures and guidance.

Stakeholder Management

Support and cooperate with the units at NATO HQ that store documents into the

repositories, in particular the Information Capture Unit, to ensure effective data entry.

Assist in providing regular reports on quality management activities.


Expertise Development

Participate in cross-functional training assignments within the service and in other

professional training as directed. Provide advice on basic IM topics and promote

awareness of best practices for quality management. Contribute to the improvement

of routine work processes. Improve own statistical and data analysis skill set.


Perform any other related duty as assigned.



The incumbent reports to the Head of the Quality Management Unit and is responsible

for the performance of all main accountabilities outlined above and other associated

responsibilities, .as they may evolve. He/she has frequent contacts with divisional staff

to deliver routine information support and to provide advice on quality management

related aspects; in this context he/she also works closely with other Archives and

Information Management staff to ensure optimal customer support.

Direct reports: N/a

Indirect reports: N/a



The incumbent must demonstrate:

 Clarity and Accuracy: Checks own work;

 Customer Service Orientation: Responds appropriately, maintains clear


 Empathy: Listens actively;

 Flexibility: Accepts the need for flexibility;

 Initiative: Reacts to short-term opportunities or problems;

 Organizational Commitment: Is able to fit in;

 Teamwork: Co-operates.



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




Please note that we can only accept applications from nationals of NATO member


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:

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 (



Salary value as per 2020. Subject to future adjustments in accordance with North

Atlantic Council decision.

NATO is committed to diversity and inclusion, and strives to provide equal access to

employment, advancement and retention, independent of gender, age, nationality,

ethnic origin, religion or belief, cultural background, sexual orientation, and disability.

NATO welcomes applications of nationals from all member Nations, 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 non-smoking environment.

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