Staff Assistant (Project and Office Coordination)

Job Posting Organization:
The Supreme Headquarters Allied Powers Europe (SHAPE) is a key NATO command that provides an integrated Strategic Effects framework. Established to support the North Atlantic Council and SACEUR, SHAPE operates with a multi-domain and multi-region focus to ensure effective military operations. The organization is committed to maintaining high standards of operational readiness and strategic coordination across NATO member states, facilitating seamless transitions between various operational levels. SHAPE employs a diverse workforce and collaborates with multiple international partners to achieve its mission.

Job Overview:
The Staff Assistant (Project and Office Coordination) plays a crucial role in supporting the Operations Directorate at SHAPE. This position is primarily focused on the ongoing development and implementation of the Maven Smart System (MSS), which requires effective coordination and engagement with various stakeholders, including NCIA and Palantir Technologies. The role involves facilitating cross-cutting issues at the ACOS level to ensure the successful implementation of MSS across Allied Command Operations (ACO). The Staff Assistant will also oversee SACEUR’s Strategic Warfighting Readiness Dashboard Programme of Work, ensuring that all activities align with NATO's strategic objectives. The position demands a proactive approach to managing office operations, scheduling, and stakeholder engagement, all while adhering to NATO's security" style="border-bottom: 1px dotted #007bff !important;">security regulations.

Duties and Responsibilities:
The incumbent will be responsible for a variety of tasks, including but not limited to: facilitating coordination and collaboration among MSS stakeholders within SHAPE and across the NATO Enterprise; managing the in-processing and orientation of a diverse workforce to ensure timely delivery of MSS; scheduling appointments, meetings, and travel arrangements for MSS staff, often requiring coordination across different time zones; maintaining an organized and efficient office environment, including managing supplies and equipment; coordinating with NATO Travel for travel itineraries and accommodations; organizing meetings, conferences, and events, including logistical arrangements and catering; and performing other divisional security and financial tasks as required. The role may also involve undertaking temporary duty assignments both within and outside NATO’s boundaries and working unsocial hours as necessary.

Required Qualifications:
Candidates must possess proven experience in stakeholder coordination, preferably with Host Nation Agencies, ensuring timely delivery of project milestones and compliance with regulations. Administrative and office work competency is essential, including knowledge of office administrative procedures and practices such as TT, EDMS, NIP, and SharePoint. Experience in facilitating events attended by high-level officials and managing operational activities in complex political and military environments is also required. Additionally, candidates should demonstrate empathy, emotional intelligence, and excellent communication skills to build collaborative relationships.

Educational Background:
A secondary education level is required, along with basic training in management information systems, accounting, economics, finance, business administration, public administration, operations research, project management, or a related discipline. Candidates should have at least 2 years of relevant experience. In cases of ambiguity, job-specific experience will take precedence over standard educational requirements.

Experience:
The position requires candidates to have a solid background in stakeholder coordination and administrative functions, particularly in environments similar to NATO or other international organizations. Experience in managing projects and facilitating high-level events is crucial, as is the ability to navigate complex political and military contexts effectively.

Languages:
Proficiency in English is mandatory, with a required language skill level of SLP 3333, encompassing listening, speaking, reading, and writing. Additional language skills may be considered an asset but are not explicitly required for this position.

Additional Notes:
The successful candidate will be appointed as a Project Linked NATO International Civilian (PLN) with a three-year definite duration contract under the NATO 2030 Agenda. Upon expiry, the position may be deleted or absorbed into the ceiling pending approval, or exceptionally considered for extension. The salary will be based on the NATO Grade of the post, with potential allowances based on eligibility, subject to approximately 20% withholding for pension and medical insurance contributions. NATO is committed to diversity and inclusion, welcoming applications from all member nations and ensuring equal access to employment opportunities. The organization emphasizes integrity, transparency, and accountability, expecting selected candidates to embody these principles in their work.