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Δευτέρα, 11 Ιούνιος 2012 11:21


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LOCATION: NATO Headquarters, Brussels, Belgium
Office of the Director
TITLE Administrative Officer
CLOSING DATE: 18/06/2012

The NATO Office of Security (NOS) is responsible for the overall coordination of NATO security among member and partner Nations and NATO civil and military bodies. It deals with all aspects of security: personnel, physical, INFOSEC, industrial, security of information, counter-intelligence and counter terrorism. It is also responsible for the security protection of the NATO Headquarters and its personnel in Brussels.
Under the leadership of the Director NOS, it comprises the Office of the Director, the Policy Oversight Branch, the Security Intelligence Branch, the Protective Security Branch and the Close Protection Unit.
The Administrative Office provides logistical and administrative support to the entirety of the NOS; in particular, coordinating and ensuring efficient and effective functioning of the human, budgetary, IT and material resources of the NOS.
The incumbent will carry out the duties of Administrative Officer to the Director, NOS. He/she is responsible for ensuring the efficient and effective execution of tasks and programme/project planning to support the work of the Director. He/she will be responsible for the overall administrative support for the NOS, in particular personnel management, budgetary and financial administration and procurement issues.


The incumbent must:
  • possess a degree from a university or institute of recognised standing or possess equivalent professional experience;have at least 5 years’ administrative management experience, in particular in implementing budgetary, financial, procurement and personnel management processes and initiatives;
  • Possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; and III (“Intermediate”) in the other.
The following would be considered an advantage:
  • experience working in an international organisation and environment and/or in a national government ministry;
  • familiarity with security requirements and processes within an international organisation or within a national government ministry;
  • recognised certification in one of the project/programme management methodologies (e.g. PRINCE2, PMBOK, MSP);
  • in-depth working knowledge of PC software applications; including databases and/or spreadsheets;
  • a higher level of the second of the official languages of the Organization.

Planning and Execution
Plan and execute personnel, procurement, budgetary and financial matters for the NOS, including contract renewals, recruitment of staff and the implementation of practices relating to the administration of the performance management system. Coordinate requirements for NOS office space, furniture and information and communication technology management (ICTM). Manage overall administrative procedures for temporary hires, such as VNCs, consultants, temporary staff and interns. Oversee general administrative matters within the NOS.
Information Management
Support the Executive Officer in facilitating efficient and effective intra-divisional information management in both paper and electronic formats and processes. Prepare correspondence, documents and reports on matters pertaining to personnel, procurement, budget and finance of the NOS. Ensure relevant budget and personnel matters are shared with concerned parties, namely the Director, Executive Officer and senior managers of the NOS, through assigned POCs. Inform staff of all procedural changes and upcoming projects and subjects of interest to the Independent Office (IO) in a timely fashion.
Knowledge Management
Direct or support the development and/or maintenance of knowledge management systems for the NOS. Maintain or contribute to the correct maintenance of databases for the management of NOS personnel.
Project Management
Determine the implementation phase for the NOS. Guide the direction of NOS projects and programmes (e.g. office moves, temporary staff, employee contracts, post description maintenance, and others of a people or space management nature). Contribute to and monitor the implementation of NOS administrative principles and procedures. Assist the IO in carrying out any relevant projects as directed by the Director of NOS, and track to completion.
Financial Management
Coordinate the timely preparation, execution and follow-up of the NOS’s annual budget allocation in accordance with Objective-Based Budgeting procedures (OBB). Monitor and track the NOS’s expenditures, including overtime, travel, hospitality and programme credits. Contribute to the implementation of administrative strategies, such as OBB.
Stakeholder Management
Serve as the NOS internal and external central point of contact for all personnel, financial, budgetary and ICTM related issues affecting the Office. Maintain close contact with POCs and personnel in order to ensure timely and efficient planning and execution of personnel/budget-related processes and procedures. Coordinate global training and development requirements for the NOS, including pre-deployment.
Organisational Efficiencies
Participate in and monitor the development of personnel, budget, financial, procurement, ICTM and administrative requirements in order to contribute to increased efficiency in appropriate processes and procedures. Recommend changes and actively contribute to existing Organizational structure and procedures to maximise use of resources and encourage innovation.
Expertise Development
Advise on and actively contribute to the broad range of initiatives undertaken within the Office, as well as by other divisions and IOs. Provide guidance related to necessary administrative procedures for the establishment of collaborative projects and programmes.
People Management
Manage the work of the Administrative Office. Assist the Executive Officer in assigning tasks and work to staff in the Office of the Director. Prepare the necessary forms and documents for timely completion of Performance Review and Development cycles.
Perform any other related duty as assigned.

The incumbent reports to the Executive Officer, NOS, maintains a close working relationship with all members of the NOS and manages the work of the Administrative Office. In addition, he/she will be required to work closely with other Divisions, IOs and experts throughout NATO.
Direct Reports: 1
Indirect Reports: 1

The incumbent must demonstrate:
Clarity and Accuracy;
Customer Service Orientation;
Organisational Awareness;

Contract to be offered to the successful applicant (if non-seconded):
Definite duration contract of three years; possibility of renewal for up to three years, during which the incumbent may apply for conversion to an indefinite duration contract.
Contract clause applicable:
In accordance with the contract policy, this is a post in which turnover is desirable for political reasons in order to be able to accommodate the Organisation's need to carry out its tasks as mandated by the Nations in a changing environment, for example by maintaining the flexibility necessary to shape the Organisation's skills profile, and to ensure appropriate international diversity.
The maximum period of service foreseen in this post is 6 years. The successful applicant will be offered a 3-year definite duration contract, which may be renewed for a further 3-year period. However, according to the procedure described in the contract policy the incumbent may apply for conversion to an indefinite contract during the period of renewal and no later than one year before the end of 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 also to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years.
Information on NATO’s contract policy can be found under "Contract Policy" in the Recruitment Section of the NATO HQ Internet website www.nato.int/structur/recruit/working-for-nato.html.
Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.

NOTE: Irrespective of previous qualifications and experience, candidates for twin-graded posts will be appointed at the lower grade.
There are certain specific circumstances in which a serving staff member may be appointed directly to the higher grade. These are described in the IS directive on twin-graded posts.
Advancement to the higher grade is not automatic and at least a minimum period of 3 years’ service (2 years for an A.1/A.2 post) is required before promotion to the higher grade can be considered.

  • Applications, indicating the staff vacancy number and job title, must be submitted using the NATO application form, which is available on the external internet Recruitment web site (www.nato.int/structur/recruit/how-to-apply.html)
  • Closing date for applications: Monday, 18th June 2012
  • When returning the application form via e-mail (strongly recommended), a maximum of one attachment in A4 format using WORD may be included. NOTE: it is imperative that the subject line of your e-mail indicates the Staff Vacancy reference number and the Division concerned only (i.e. A 18(2012) NOS). Your application will not be taken into consideration if this information is omitted from the subject line of your e-mail. In addition, please do not send your e-mail using the Microsoft Outlook sensitivity level “Private”, as your e-mail will not reach us, and your application will, therefore, be lost.
  • Please note that only applicants who succeed in the initial screening will receive a response. In order to follow the status of a vacancy please refer to the web page “update on previous vacancies” on the NATO employment web site (www.nato.int/structur/recruit/status_previous_vacancies.pdf).
  • Please note that the vacancy notice will disappear from the NATO web site upon the closing date for receipt of applications. You are therefore advised to download a copy of the vacancy notice prior to the closing date, as you will not be able to obtain a copy after this date.
  • Due to the broad interest in NATO and the large number of potential candidates, telephone, e-mail or telefax enquiries cannot be dealt with.
  • Please note that we accept applications electronically without a photograph and without a signature at this stage in the process.

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.

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

NATO is an equal opportunities employer, and does not discriminate on the grounds of gender, race or ethnic origin, religion, nationality, disability, age(1) or sexual orientation.

Πρόσθετες Πληροφορίες

  • Ημ.Λήξης Αιτήσεων: Έκλεισε
  • Ημ.εκδήλωσης-Ενημέρωσης γραφείων:
Τελευταία τροποποίηση στις Τετάρτη, 27 Ιούνιος 2012 13:21
Περισσότερα σε αυτή την κατηγορία: « Web Developer - PHP 5, Brussels Chief Technology Office, NATO »

Διαδημοτική Επιχείρηση Δυτικής Υπαίθρου Θεσ/νίκης "ΝΕΦΕΛΗ" Δ.Κ. Γέφυρας Δήμου Χαλκηδόνος | Δημοκρατίας 25 | Τηλ 2310 715971 |  Fax 2310 715241 info@kek-nefeli.gr

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