Administrative Support for NATO Airlift Management Programme

Job Posting Organization:
The NATO-Wide Coordination (NWC) Office is an independent office established to enhance governance, coherence, and institutional alignment across NATO agencies and bodies. It operates under the authority of the Secretary General and the Director General for Management. The NWC serves as a central coordination point between NATO Headquarters and its executive bodies, ensuring that Agency Boards receive integrated support and that their operations align with NATO's strategic priorities. The office plays a crucial role in facilitating communication and collaboration among various NATO entities, thereby contributing to the overall effectiveness of NATO's mission.

Job Overview:
The position involves supporting the NATO Airlift Management (NAM) Programme and the Strategic Airlift Capability (SAC) Boards and Committees. The incumbent will be responsible for governance matters related to the NATO Support and Procurement Organisation (NSPO) and specifically for SAC/NAM. This role includes performing administrative tasks that support the Boards and their subordinate bodies, ensuring that governance processes are followed and that documentation is accurate and timely. The incumbent will also assist in planning and executing meetings, managing information, and liaising with stakeholders to ensure effective communication and coordination within the organization.

Duties and Responsibilities:
The incumbent's duties include providing context analysis on SAC/NAM governance matters, developing guidelines for document submission to the SAC Steering Board and NAM Programme Board, organizing meetings and related events, arranging travel and schedules, and serving as Secretary of the SAC Personnel Conference when necessary. Additionally, the role involves ensuring timely and accurate management of documents related to the SAC SB and NAM PB, producing tools to track decisions, maintaining follow-up mechanisms for correspondence, and supporting the preparation of standardized documentation. The incumbent will also assist in stakeholder management by liaising with key stakeholders, responding to queries, and ensuring document consistency and accuracy. Financial management responsibilities include monitoring expenditures related to NAM Programme activities and coordinating with the NSPO Budget Fund Manager on budget administration.

Required Qualifications:
Candidates must possess a general education at least to secondary level and have a minimum of 6 years of experience in administration or secretariat duties. Excellent written and verbal communication skills are essential, along with sound judgment when interacting with personnel at all levels, including senior military and civilian officials. Candidates must demonstrate proficiency in NATO's official languages, achieving at least a V (Advanced) level in one language and a I (Beginner) level in the other. Additional qualifications that would be advantageous include experience in governance and administrative support within an international organization, knowledge of Microsoft SharePoint administration, and experience in budget preparation and monitoring.

Educational Background:
The educational requirement for this position is a general education level that is at least equivalent to secondary education. This foundational education is necessary to ensure that candidates have the basic skills and knowledge required to perform the administrative and governance-related tasks associated with the role.

Experience:
The position requires at least 6 years of relevant experience in administration or secretariat duties. This experience should ideally be within an international or multicultural organization, which would provide the candidate with the necessary skills to navigate the complexities of working in a diverse environment and to understand the governance structures and processes within NATO.

Languages:
Proficiency in NATO's official languages is mandatory. Candidates must have a minimum of V (Advanced) level in one language and I (Beginner) level in the other. This bilingual requirement is crucial for effective communication within the organization and with external stakeholders.

Additional Notes:
The successful applicant will be offered a definite duration contract of three years, with the possibility of an indefinite duration contract thereafter. If the applicant is seconded from a national administration of a NATO member state, a similar contract will be offered, which may be renewed for an additional three years. The maximum period of service for seconded staff members is six years. The recruitment process is open only to nationals of NATO member countries, and applications must be submitted through the specified e-recruitment system. NATO is committed to diversity and inclusion, encouraging applications from all member nations and particularly welcoming women and candidates with disabilities. The organization offers various work-life policies, including teleworking and flexible working arrangements, subject to business needs.