Staff Assistant (Administration)

Job Posting Organization:
The NATO Airborne Early Warning and Control Force Headquarters (HQ NAEW&CF GK) is situated at NATO Air Base (NAB) Geilenkirchen, Germany. Established to support NATO's mission, the headquarters employs around 1800 soldiers and civilians from NATO Allies. The organization plays a critical role in providing air surveillance, battle management, command and control, and communications through the E-3A AWACS, which are referred to as NATO's 'eye in the sky'. The organization is dedicated to ensuring the security" style="border-bottom: 1px dotted #007bff !important;">security and operational readiness of NATO forces, and it operates in various countries as part of its commitment to collective defense and international cooperation.

Job Overview:
The Staff Assistant position at NATO HQ NAEW&CF GK encompasses various roles, including administration, travel, human resources management, and project design and management. Candidates are expected to be highly organized, methodical, and resilient, with a strong ability to communicate effectively in English. The role requires individuals who can work confidently with senior leaders, military personnel, and multinational colleagues across multiple sites. Successful candidates will thrive in a fast-paced environment, balancing operational details with broader strategic priorities. The position is ideal for those who are motivated by the opportunity to contribute to NATO's fundamental goals and who enjoy working in a dynamic and diverse setting.

Duties and Responsibilities:
The duties and responsibilities for the Staff Assistant roles include but are not limited to: managing project documentation such as plans, schedules, risk logs, budgets, and reports; ensuring high attention to detail and accuracy when working with data; organizing and prioritizing workloads across multiple tasks or projects; utilizing Microsoft Office, particularly Excel, for data management and analysis; collaborating with a range of stakeholders, including military personnel; communicating clearly and professionally to capture key information and follow up on actions; and proactively solving problems by identifying and resolving issues. For the G12 level, additional responsibilities include presenting project statuses to senior managers, using project management software like Microsoft Project and Power BI, managing customer-side project aspects, participating in meetings, and contributing to project documentation and strategies.

Required Qualifications:
Candidates must demonstrate strong organizational skills, attention to detail, and the ability to work collaboratively with diverse teams. Proficiency in Microsoft Office, particularly Excel, is essential. For G12 level positions, candidates should have experience in project management and be comfortable presenting to senior management. Excellent English communication skills, both written and spoken, are mandatory, with a CEFR level of C1 or better preferred. Knowledge of aviation terminology and regulations is advantageous but not required. Candidates should also possess a proactive approach to problem-solving and the ability to manage multiple tasks effectively.

Educational Background:
Candidates are required to provide proof of their highest education level, diplomas, certificates, and any relevant testimonials. The educational qualifications should align with the specific requirements of the position being applied for, and documentation must be submitted in English or accompanied by an unofficial translation if in another language.

Experience:
The level of experience required varies by position. For G8 level roles, candidates should have relevant experience in administrative support, project management, or a related field. For G12 level roles, candidates are expected to have more extensive experience, particularly in project management and stakeholder engagement, with a proven track record of managing complex projects and presenting to senior leaders.

Languages:
Fluency in English is mandatory, with excellent communication skills required for both speaking and writing. Additional languages may be beneficial but are not specified as mandatory for the position.

Additional Notes:
The contract for successful candidates will be in accordance with NATO Civilian Personnel Regulations, initially offered for a definite duration of three years, with the possibility of transitioning to an indefinite duration contract thereafter. The salary is tax-free and includes allowances for expatriation, family, and children, along with benefits such as an education allowance for children, private health insurance, generous annual leave, and a retirement pension plan. The selection process will involve multiple stages, including an interview, and NATO has strict policies against the use of generative AI tools in the application process.