Assistant (Research and Administration)

Job title:

Assistant (Research and Administration)

Company

NATO

Job description

Post Context/Post SummarySupreme Headquarters Allied Powers Europe (SHAPE) provides an integrated Strategic Effects framework, employing a multi-domain and multi-region focus to create a 360-degree approach, with the flexibility to enable, upon direction, a seamless transition from Baseline Activities and Current Operations (BACO) up to the Maximum Level of Effort (MLE). SHAPE supports SACEUR in fulfilling his terms of reference, as directed by the North Atlantic Council.The Command Group (CG) provides and sustains strategic level command and control capabilities to support SACEUR in exercising his command functions.The Office of the Chief of Staff (OCOS) provides full spectrum support to COS/Vice-COS in fulfilling their duties.The Office of the Historical Advisor serves as ACO’s strategic historical research and advisory entity and is responsible for serving as the institutional memory of plans, operations and decisions within SHAPE and ACO.The Staff Assistant serves as research and administrative assistant for the Office of the ACO Historical Advisor.Statement of Function: The Office of the ACO Historical Advisor (HIS) serves as ACO’s strategic historical research and advisory entity and is responsible for serving as the institutional memory of plans, operations and decisions within SHAPE and ACO. HIS is part of the Staff Advisory Group, located within the Office of the Vice Chief of Staff SHAPE, and provides advice to the SHAPE Command Group and ACO Commanders on own initiative and in response to tasking on the whole range of historical issues and historical aspects of current issues. HIS serves as advisor and provides expertise on matters of historical aspects in the context of strategic high-level meetings, conferences, exercises and other decision-making. HIS fulfills the function of special advisor with direct access to the Command Group.Principal DutiesThe incumbent’s duties are:1) Serve as the research assistant for Office of the ACO Historical Advisor by identifying, retrieving and providing excerpts from documents coming from a wide variety of electronic and hard-copy sources to assist in fulfilment of COS HIS Functions.2) Conduct research in multiple sources to assist in answering complex queries from the Command Group (CG), SHAPE staff, or higher/lower headquarters.3) Conduct research and prepare own responses to routine requests for historical information from the SHAPE and ACO staff.4) Serve as the Branch Document Control Officer and Alternate Branch Security Officer for the Office of the ACO Historical Advisor, ensuring the proper application of NATO security procedures for the accounting, production, storage, classification, receipt, dispatch and destruction of classified material.5) Prepare office correspondence and responses to routine requests for historical information.6) Type and proofread the grammar, usage, spelling, and punctuation of the products of the office including manuscripts, chronologies, texts, letters, reports, memoranda for the record, briefing papers, and SHAPE forms. Use word-processing and desktop publishing software to improve the layout and overall appearance of these documents when preparing final drafts.7) Prepare transcripts of recorded historical interviews, checking with the Historical Advisor and Assistant Advisor who conducted the interview to ensure accuracy of the transcript.8) Collect and distribute all physical mail and office mail, and prints correspondence received over the NATO Secret Wide Area Network (NS WAN).9) Conduct all other required clerical and administrative functions of the office to enable the Advisor and Assistant Advisor to concentrate on their primary work of advising the CG and staff and responding to requests for historical information. Such clerical and administrative tasks include: Filing, digitising, reproducing and routing documents; Maintaining the office’s extensive historical and administrative files; Arranging appointments; Answering incoming calls and making outgoing calls in both official NATO languages; Coordinating travel and transportation requirements; Submitting engineering, photographic, furniture, office machine and other work orders, requests for repairs, and requisitions.10) Within the area of responsibility the incumbent is responsible for ensuring that strategic risk to the achievement of CG priorities are managed in accordance with ACO Enterprise Risk Management framework.Special Requirements and Additional DutiesThe employee may be required to perform a similar range of duties elsewhere within the organisation at the same grade without there being any change to the contract.– The incumbent handles routine or special matters as directed by the Vice Chief of Staff and the Historical Advisor.– The incumbent may be required to undertake deployments in support of military operations and exercises, and/or TDY assignments, both within and without NATO boundaries up to 180 days. The employee may be required to perform a similar range of duties elsewhere within the organization at the same grade without there being any change to the contract.The risk of injury is categorised as No risk / risk might increase when deployed.– The employee may be required to perform a similar range of duties elsewhere within the organization at the same grade without there being any change to the contract.Essential Qualificationsa. Professional/Experience1) One year of secretarial administrative office work in a sizeable organization, using appropriate office technology and office procedures with minimal supervision.2) Two years academic or professional experience and good skill and knowledge researching in records in libraries, archives or from databases.3) Two years experience, skill and knowledge in records management, collection cataloguing, or document preservation.4) One year experience in working within a team for a specific project or series of projects.b. Education/TrainingSecondary education and basic vocational training in library, information science, management information systems, computer science, history, archaeology, law, political science or related discipline for specific task related skills, with 3 years of experience.c. LanguageEnglish – SLP 3333 – (Listening, Speaking, Reading and Writing)Desirable Qualificationsa. Professional Experience1. Previous experience in a NATO headquarters or national military headquarters.2. Experience in handling classified documents, or in record life-cycle management or in downgrading, declassifying, and public disclosure of documents.3. Enrollment within a Masters degree program in History or related research field.b. Education/TrainingUniversity degree in a research document field – history, archaeology, law, political science and basic training in library, information science and management or preservation skills.c. LanguageFrench – SLP 3333 – (Listening, Speaking, Reading and Writing)Attributes/Competencies

• Personal Attributes: The post requires conscientiousness, tact and politeness, as is the ability to respect the confidentiality of the sensitive material contained in interviews and Close Hold documents. Ability to take initiative. Thoroughness and great attention to detail are required for managing the classified document holdings of the office. Analytical ability is needed for responding to requests for historical information.

• Professional Contacts: Assists SHAPE staff members who call or visit the office with routine research requests. Conducts necessary

telephonic coordination with staff members from SHAPE, ACO and NATO HQ, as well as with researchers or historians from otherorganizations and the general public.

• Contribution to Objectives: Ensures that the office’s publications are of professional quality and that the office’s document holdings are effectively managed, thereby enabling the office to fulfill its role as the institutional memory for SHAPE and ACO. Also coordinates the office’s schedules and activities. Assists the work of the historians by carrying out research and preparing responses to routine requests for information.

• Supervisory Responsibilities:

Ability to train and supervise temporary employees, interns, volunteers.REMARKS:Duration of contract: Pending Approval. Serving staff members will be offered a contract according to the NATO Civilian Personnel Regulations (NCPR). Newly recruited staff will be offered a definite duration contract of three years normally followed by an indefinite duration contract.The salary will be the basic entry-level monthly salary defined by the NATO Grade of the post, which may be augmented by allowances based on the selected staff member’s eligibility, and which is subject to the withholding of approximately 20% for pension and medical insurance contributions.NATO is committed to diversity and inclusion, and strives to provide equal access to employment, advancement, and retention, independent of gender, age, nationality, ethnic origin, religion or belief, cultural background, sexual orientation, and disability. NATO welcomes applications of nationals from all member Nations.Building integrity is a key element of NATO’s core tasks. As an employer, NATO values commitment to the principles of integrity, transparency, and accountability in accordance with international norms and practices established for the defence and related security sector. Selected candidates are expected to be role models of integrity, and to promote good governance through ongoing efforts in their work.Applicants who prove to be competent for the post but who are not successful in this competition may be offered an appointment in another post of a similar nature, which might become vacant in the near future, albeit at the same or lower grade, provided they meet the necessary requirements.We believe that all people are capable of great things. Because of this, we encourage you to apply even if you do not meet all of the criteria listed within this job description.HOW TO APPLY FOR A NATO CIVILIAN POST AT SHAPE:Applications are to be submitted using NATO Talent Acquisition Platform (NTAP) ( ). Applications submitted by other means (e.g. mail, e-mail, fax, etc) are not accepted.More information to be found on these links:Shortlisted candidates will be requested to provide original documentary evidence and a set of copies supporting statements in their applications. Appointment is subject to obtaining a NS security clearance and a medical certificate.Remarks:a) Only nationals from the 32 NATO member states can apply for vacancies at SHAPE.b) Applications are automatically acknowledged within one working day after submission. In the absence of an acknowledgement please make sure the submission process is completed, or, re-submit the application.c) Qualified redundant staff of the same grade interested in this post should inform this office, via their HR/Personnel Office by not later than vacancy’s closing date.d) Candidates’ individual telephone, e-mail or telefax enquiries cannot be dealt with. All candidates will receive an answer indicating the outcome of their application.e) NATO will not accept any phase of the recruitment and selection prepared, in whole or in part, by means of generative artificial-intelligence (AI) tools, including and without limitation to chatbots, such as Chat Generative Pre-trained Transformer (Chat GPT), or other language generating tools. NATO reserves the right to screen applications to identify the use of such tools. All applications prepared, in whole or in part, by means of such generative or creative AI applications may be rejected without further consideration at NATO’s sole discretion, and NATO reserves the right to take further steps in such cases as appropriate

Expected salary

Location

Bergen, Henegouwen

Job date

Sat, 13 Jul 2024 06:03:55 GMT

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