Assistant, Office of the Chief of Staff (COS)
NATO
France, Paris
il y a 3j

RESPONSIBILITIES

  • The STO Collaboration Support Office (CSO) is one of the three executive bodies of the NATO Science and Technology Organization (STO);
  • it is governed by the provisions of the STO Charter (www.sto.nato.int).

    The mission of the STO, a subsidiary body to the North Atlantic Council, is to help position the Nations’ and NATO’s S&T investments as a strategic enabler of the knowledge and technology advantage for the defence and security posture of NATO Nations and Partner Nations.

    The mission of the CSO falls within the framework of the STO collaborative business model where the CSO provides executive and administrative support to the S&T activities conducted through the STO Scientific and Technical Committees and their respective working groups, composed of Nations’ and NATO subject matter experts.

    In its areas of expertise, the CSO provides assistance and support to the S&T Board, its Chairperson, the Chief Scientist, and his / her office.

    The Assistant (COS Office) assists the Deputy Director / Chief of Staff and the COS Office members. The incumbent also contributes to the organization and execution of major STO events (in particular, STB and PBMs).

    The post holder fulfils an essential role in the office of the CSO, which has a central function in the operations of the CSO.

    The administrative support to the COS contributes to the smooth running of the office and of the CSO as a whole.

    The functions and responsibilities of the Assistant COS Office consist in :

    Managing the administrative organization of the COS Office and carrying out all administrative related tasks, establishing the COS Office management procedures and maintaining the standards of the office documents.

    In close coordination with the Staff Officer Policy and Outreach, contributing to the Dashboard (CSO management tool) exploitation by entering, updating and monitoring COS Office management information (major events dates, Travel Plan, etc.

    Requiring and gathering planned travel information from all CSO Offices and branches in order to establish the annual Travel Plan.

    In close coordination with the concerned CSO Offices and Branches, preparing folders and gathering relevant working documents for the Deputy Director in view of his / her missions / meetings / conferences.

    Contributing to the organization and execution of major STO events (STB, PBMs, P&PW, annual ACT coordination meeting, etc.

    in close coordination with the primary organizers (host nations, OCS, OCO Front Office and Panels / Group Offices, Chief Assistant, etc.)

    Managing the Deputy Director’s agenda, being his / her focal point of contact to make appointments with him / her. Coordinating and organizing internal / external meetings / visits on behalf of the Deputy Director.

    Arranging Deputy Director’s TDY travels, including preparing travel orders, suggesting itineraries, renting cars when appropriate, and making hotel reservations.

    Preparing travel orders for all COS Office members.

    Composing Deputy Director’s official correspondence based on brief verbal instructions. Preparing documents related to the business of the COS Office both in English and in French.

    When necessary, translating incoming and outgoing correspondence. Taking notes during meetings chaired by the Deputy Director and transcribing them into meetings Minutes.

    Disseminating and managing the storage of the meetings Minutes.

    Organizing on own initiative the administrative work of the office.

    Replacing the Director's Chief Assistant in his / her absence, and occasionally any of the Panel Assistants in case of long term absence.

    Coordinating schedule planning with the Chief Assistant, to ensure capacity to replace the incumbent as and when required.

    AUTHORITY

    The Assistant reports to the Deputy Director / Chief of Staff. The post holder supervises the local support personnel provided by the host country on occasion of meetings / events abroad.

    ESSENTIAL

    Professional / Experience

    Experience of working as secretary / personal assistant to a high-level manager, and in administrative duties in an international environment with English as working language.

    Experience of office automation, word processing and database software.

    Ability to carry administrative tasks independently or with a minimum of supervision.

    Aptitude to take notes and transcribe minutes of meeting.

    Education / Training

    Having successfully completed post high-school education

    Be able to take notes and write meeting reports.

    Language

    Upper-Intermediate knowledge of one of the two official NATO languages (SLP : 3322) and elementary knowledge of the other (SLP : 2222).

    The work is mostly conducted in English.

    DESIRABLE

    Professional / Experience

    Prior assignment with NATO in a position with similar responsibilities would be considered an advantage.

    Education / Training

    Specialized education and training as a multilingual personal assistant or equivalent qualifications gained by experience.

    Language

    Very good knowledge of both NATO official languages. Knowledge of other European language(s) would be an asset.

    COMPETENCIES

    The incumbent must be trustworthy, discreet, with high sense of responsibility, showing tact, diplomacy, courtesy and with a pleasant personality.

    The post holder must be flexible in response to changing requirements and willing to take initiative. Personal qualities of judgment, adaptability and diplomacy are paramount in order to work harmoniously with colleagues and other staff, in a demanding scientific environment, both civilian and military, from NATO or non-NATO Nations, as well as with staff from private scientific / industrial organizations.

    SECURITY CLEARANCE LEVEL

    The applicant must be eligible for a NATO Secret security clearance.

    WORKING ENVIRONMENT

    Normal office work environment, with occasional long hours and duty travels abroad.

    EMPLOYMENT TERMS AND CONDITIONS

    The position is at grade G10. The starting basic monthly salary will be Euro 4,543.01 (2021 salary value, subject to future adjustments in accordance with NAC decisions), exempt from income tax.

    Specific allowances may apply, depending on personal circumstances of the incumbent.

  • NATO International Civilian employees benefit 30 days of annual leave, life and medical insurance, and a retirement pension plan;
  • expatriated Staff also benefits an expatriation allowance, educational allowance for dependent children and biennial home leave.

    In accordance with the NATO Civilian Personnel Regulations, the successful candidate will be offered a definite duration contract of three years, which may, on conditions, be followed by another contract.

  • If the successful applicant is seconded from the national administration of one of NATO’s member States, a 3-year definite duration contract will be offered, which may be renewed for a further period subject to the agreement of the national authority;
  • the maximum period of service in the post as a seconded staff member is six years.

    Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations in force at the date of the contract.

    The appointment is subject to the receipt by the CSO of a security clearance (provided by the national Authorities of the incumbent) and to the delivery of a certificate of medical fitness by the CSO Medical Advisor.

    APPLICATION PROCEDURE

    Only nationals of the 30 NATO member countries can apply for this position.

    Applications must be submitted as follows, as applicable :

    For NATO serving civilian Staff members only : please apply via the internal recruitment portal (for more information, please contact your local Civilian HR Manager).

    For all other applicants : www.nato.int / recruitment

    Candidates will attach a resume, an application letter and educational qualifications certificates to their NTAP application.

    A Selection Panel will evaluate the applications. Applicants who pass the initial screening will be invited to attend an interview with the Selection Panel (tentative date 2 or 3 September 2021).

    Due to the large number of potential candidates, telephone or email enquiries cannot be dealt with.

    Notes : NATO as employer values diverse backgrounds and perspectives and is committed to recruiting and retaining a diverse and talented workforce.

    NATO welcomes applications of nationals from all Member States and strongly encourages women to apply. According to the NATO Civilian Personnel Regulations, Staff members are appointed on the condition that they are over 21 and under 60 years of age at the time of taking up their appointment.

    However, appointment may be offered to candidates of 60 years of age or more provided that the expiry date of the contract is not later than the date at which the candidate attains the age of 6

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