Administrative Assistant DCOS Spt/ DCOS Ops

Job Posting Organization:
Headquarters Allied Joint Force Command Naples (HQ JFCNP) is a pivotal organization within NATO, established to provide a resilient and static Joint headquarters. Its mission is to plan, prepare, and conduct operations across all domains, supporting NATO's core tasks at the Joint Operational level as directed by SACEUR. The organization integrates allocated forces and synchronizes activities to achieve operational objectives, maintaining comprehensive situational awareness and leading contingency planning. HQ JFCNP also provides out-of-theatre support to enduring NATO operations and contributes specific Joint competencies to other NATO Command Structure or NATO Force Structure entities. The organization is capable of commanding a Joint Task Force and has a dedicated Joint Logistic Support Group Headquarters to enable operations. The Management Directorate (MGT) oversees staffing, workflow, protocol activities, and internal security" style="border-bottom: 1px dotted #007bff !important;">security, ensuring efficiency and compliance with NATO administrative procedures.

Job Overview:
The Administrative Assistant DCOS Spt/ DCOS Ops plays a crucial role in supporting the operational and administrative functions of the HQ JFCNP. The incumbent is responsible for managing the administrative functions of the office, ensuring efficient completion of tasks in accordance with NATO guidelines. This position requires a proactive approach to functional management and administration of core systems and applications used within the directorate. The role involves maintaining schedules, managing travel and hospitality funds, and acting as the Information Management Officer. The Administrative Assistant will coordinate travel arrangements for high-ranking officials, manage document security, and maintain communication with NATO and civilian authorities. The position demands excellent organizational skills, discretion, and the ability to work under pressure while interacting with senior military and civilian personnel.

Duties and Responsibilities:
The incumbent's duties include analyzing, prioritizing, and managing administrative functions to ensure efficient task completion. Responsibilities encompass functional management of core systems, maintaining schedules and leave requests, acting as Fund Manager, monitoring travel and hospitality funds, and overseeing budgetary expenditures. The Administrative Assistant will coordinate procurement of budgetary items, prepare agendas and documentation for meetings, and maintain links with NATO and civilian authorities. Additional duties involve processing office correspondence, managing security and document control, maintaining office supplies, and contributing to project teams as assigned. The role requires the ability to handle sensitive information with discretion and to perform tasks outside normal working hours when necessary.

Required Qualifications:
Candidates must possess secondary education and basic training in task-related skills, along with a minimum of 2 years of professional experience in a personal secretarial and administrative role. Additionally, 4 years of professional experience in an executive administrative role within an executive office setting is required. Familiarity with protocol, security, and accounting rules is essential. Candidates must demonstrate excellent judgment, organizational skills, and the ability to manage high-pressure situations effectively.

Educational Background:
The position requires secondary education and basic training in relevant administrative or secretarial skills. Advanced training in administration or a related field is desirable, particularly for candidates with additional experience in higher administrative roles.

Experience:
Candidates should have a minimum of 4 years of professional experience in an executive administrative role, preferably within a military headquarters or international organization. Experience with protocol and security procedures is highly valued, as is familiarity with financial management and budgeting processes.

Languages:
The mandatory language for this position is English, with a required proficiency level of SLP 3322 in listening, speaking, reading, and writing. Candidates must pass a language test in English and demonstrate their abilities during the written test and interview. Knowledge of additional languages, particularly those of NATO member countries, is considered an asset.

Additional Notes:
The successful candidate will receive a three-year definite duration contract, which may be followed by an indefinite duration contract. The basic entry-level monthly salary for a NATO Grade G8 in Italy is Euro 3,683.48, subject to allowances based on eligibility and approximately 20% withholding for pension and medical insurance contributions. Candidates must be nationals of a NATO member country, aged between 21 and 60 at the time of appointment, and must be eligible for NATO security clearance. The position may require deployments in support of military operations and exercises, and the work environment is a standard NATO office setting with normal working conditions.