Job Description

Staff Assistant (Admin) NATO grade B-3 1.Post Context: The Academic Field Studies Branch is responsible to the DAO for planning, organizing and executing Field Studies and related activities. 2. Reporting Lines: The incumbent reports to the Head of the Academic Field Studies Branch and deputizes this post as required and if designated. 3. Principal Duties: The Staff Assistant (Admin) is responsible for: -Collecting information and organizing all matters relating to Field Studies, including travel itineraries, transport, hotel accommodation, programmes, spouses participation, travel orders and visa requirements. -Booking and liaising with hotels and setting up all accommodation arrangements including rooming lists, passport control procedures and room assignments. -Liaising with staff officers and national liaising officers in NATO HQs and designated ministries on Field studies’ planning. -Liaising with the NDC staff to ensure the support needed before departure (mainly logistic, CIS and reproduction support). -Maintaining files of current and previous correspondence related to Field Studies, including budget records. -Liaising with the transport companies (charter, commercial air, train and bus companies) in order to finalize documentation such as boarding lists, seating plans and the issue of tickets when required. -Assisting the disbursing office in computing travel costs. -Accompanying the Field Studies when designated. -Supporting the Branch Head in organizing and processing the visa delivery for some Field Study participants when going to certain countries as required. -Disseminating Field study information to Course Members and participating staff as required as well as maintain updated information on the Wise Intranet page. -Assisting the Branch Head in maintaining and renewing his correspondence and presentations when required. -Assisting the Branch Head in the planning, organization and execution of the FS planning conference -Applying new IT programmes of the NDC for the conduct of the above-mentioned duties that is or will be supported by such programmes. 4. Special Requirements and Additional Duties: The incumbent may be required to perform additional related duties. 5. Essential Qualifications: Professional/Experience: Minimum of three years post related experience in the field of business Administration, customer services, Public Administration with comparable duties. Good communication, organizational skills and planning/organizing big sized international groups travels and high/level events. Knowledge and working with basic protocol rules.  Very good knowledge of Microsoft Office Proficiency Applications (Outlook, Word, Excel, PPT). Education/Training: Diploma of secondary education and Vocational Training business administration, public administration or related discipline leading to a professional qualification or professional accreditation. Language Requirements: English SLP 3333 and French SLP 2222 – STANAG 6001 6. Desirable Qualifications: Professional/Experience: Experience in a NATO establishment or other international organizations. Experience in managing hotel accommodation and in making all necessary transportation arrangements (military / commercial air and ground transport). Knowledge of visa regulations / requirements for countries visited during Field Studies. Education/Training: Preferably some training in tour management / operating. Language Requirements: Italian fair working level SLP 2222 – STANAG 6001. 7. Civilian Posts: Personal Attributes: Customer oriented, the Staff Assistant (Admin) must have a pleasant personality and be able to receive and deal with course / staff members. She/he should have good communication skills and be able to work harmoniously with colleagues.  Tact and discretion are paramount requirements in view of the nature of the position. The incumbent must also possess a good degree of initiative and sense of responsibility, the ability to prioritize workload and be flexible to respond reliably and competently to changing requirements. Managerial Responsibilities: N/A Professional Contacts: Ability to maintain professional contacts with personnel. Contribution to the Objectives: N/A Remarks: Security-clearance" id="link" class="link">Security Clearance: NATO Secret 8. Contract: Serving NATO civilian staff will be offered a contract according to the NATO Civilian Personnel Regulations. Newly recruited staff will be offered a definite duration contract of normally 2 plus 3 years in duration and followed by an indefinite duration contract. If the successful applicant is seconded from a national administration, he/she will be offered a two year definite duration contract which may be renewed for a further period not exceeding six years and/or the length of the approved secondment. Applications from NATO redundant staff members of the same grade will be considered according to the terms of art. 57.2, Chapter XII to NATO Civilian Personnel Regulations. 9. Additional Information: Appointment will be subject to receipt of a Security Clearance (provided by the national authority of the selected candidate) and approval of the candidate’s medical file by the NATO Medical Adviser. Please note that only applications from nationals of NATO member countries can be accepted. Current and past civilians working for NATO or any Coordinated Organization, shall indicate their last grade and step held (next to job title), and specify the name of employing NATO body or Coordinated Organization. Due to the large amount of applications received, telephone or e-mail enquiries cannot be dealt with. In order to follow the status of the vacancy please refer to NDC webpage: www.ndc.nato.int/about/jobs.php. NATO is an equal opportunities employer, and does not discriminate on the grounds of gender, race or ethnic origin, religion, nationality, disability, sexual orientation or age, according to the NATO Civilian Personnel Regulations. A written test will be held as part of the selection procedure. The ongoing NDC organizational review might have an impact on its structure and on the duties of this post
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