The NATO Communications and Information (NCI) Organisation was established in 2012 as a subsidiary body to the North Atlantic Treaty Organisation with a view to meeting the collective requirements of NATO Nations for capability delivery and service provision related to Consultation, Command and Control, Communications, Information and Cyber Defence.
The NCI Organisation is composed of:
- a Governing Body, the Agency Supervisory Board (ASB), which consists of a representative for each NATO nation, chaired by a national, elected Chair, assisted by an independent Secretariat;
- an Executive Body, the NCI Agency, led by a General Manager;
- Multinational (MN) Programmes; and
- Communications and Information (C&I) Partnerships.
The incumbent will be part of the independent Secretariat, which is located at NATO Headquarters in Brussels, Belgium. The incumbent will provide staff support, including drafting, administrative, organisational, coordination and policy support, as well as procedural advice to the NCI Organisation Governing Bodies.
The incumbent, working under the direction of the Head, NCI Organisation Secretariat, and under minimal supervision, will provide staff support to the ASB and other activities supported by the NCI Organisation Secretariat. S/he will be responsible for the development and coordination of organisational policies and procedures and for the provision of advice on organisational related issues to the NCI Organisation, in particular the ASB. S/he will coordinate and participate in projects and activities that need policy, procedural and resource planning contributions and analysis.
2. QUALIFICATIONS AND EXPERIENCE
The incumbent must:
- possess a University degree or an equivalent level of qualification from an institute of recognised standing, in a field relevant for this position;
- be able to draft clearly and concisely at least in one of the official languages of the Organisation;
- have at least 7 years’ experience of work in areas of public or business administration related to organisational matters;
- demonstrate capacity for independent, conceptual analysis;
- have knowledge of NATO policies and current political and defence issues affecting the Alliance and its Partners;
- have excellent written and oral communication skills;
- demonstrate a flexible attitude and strong drive for teamwork and diversity;
- have experience in an International Organisation or national administration;
- possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; IV (“Upper Intermediate”) in the other.
The following would be considered an advantage:
- knowledge of organisational or corporate governance;
- experience with NATO C4ISR governance or NCI Agency operations;
- a post-graduate degree or equivalent level qualifications;
- experience of committee work.
3. MAIN ACCOUNTABILITIES
Planning and Execution
Offer policy support and advice to the NCI Organisation Governing Bodies. Provide staff support to the ASB. Manage efficiently and address all practical, administrative and logistical aspects of committee work. Make all necessary arrangements in connection with meetings of those committees. Track the implementation of committee decisions, report on progress and contribute to the timely execution of policy directives issued by the committee. Prepare the timetable, planning and agendas for meetings of the ASB. Draft decision sheets, assuring that they reflect accurately and clearly decisions. Follow-up on ASB decisions and take action as required.
Provide independent advice to the NCI Organisation Governing Bodies, through the elaboration of Independent Reviews of revised or new policies, procedures and Directives. Elaborate on Strategic and Operational governance matters, and support the preparation and coordination of related products. Identify relevant issues for the Committees’ consideration and coordinate the preparation of appropriate materials and proposals for Committees’ consideration. Advise and assist the Chair of the committees in the orderly conduct of business. Present work and issues of concern in an effective manner to internal and external stakeholders. Proactively develop analytical skills and creative thinking in the development of solutions to increase efficiency.
Deal with all liaisons and practical and administrative aspects of committee work to keep all contacts and concerned parties up-to-date. Advise the Committee Chair and other staff officers to produce quality, timely and decisive work. Maintain close and frequent contact with NCI Agency Staff, International Staff (IS), Customer Representatives and other NATO bodies, as well as with national delegations, international organisations and contacts, in order to ensure the timely and efficient dissemination of all relevant information, thereby facilitating future committee discussions.
Ensure secretariat staff is promptly assigned for all committees, providing back-up. Ensure high quality of work and provide guidance to ensure close coordination and consistent handling of committee work. Perform any other related duty as assigned. Promote integrity, professionalism and accountability through a sound and inclusive working culture.
Monitor and ensure adherence to established standards, processes and policies. Collect and process procurement-related information. Use Information technology to improve the access and availability of the information in support of the Committees.
Oversee document and publication management related to the work of assigned committees. Exchange knowledge and information with colleagues on latest committee news. Ensure the preparation, processing and issuance of committee documents (reports, agendas, decision sheets and other documents required). Monitor ongoing work in other relevant committees/bodies for developments that may be of interest to the assigned committees.
Pursue continuous improvements to existing processes and to the use of information technology through studies or/and benchmark best practice.
Offer policy support and advice to the NCI Organisation Governing Bodies. Contribute to the development of new and the revision of existing policies, procedures and Directives for the NCI Organisation. Undertake Independent Reviews of new or revised policies, procedures and Directives, ensuring new policies and procedures are consistent with existing process and aligned with organisational objectives. Screen the documentation produced by the Agency for consideration by Allies. Advise Allies on issues and/or inconsistences and opportunities. Monitor and identify NATO policy, doctrinal and conceptual developments that may have an impact on the NCI Organisation, ensuring that these are properly presented to the Secretariat leadership, including the identification of risks and opportunities associated with emerging policy.
Direct reports: 1
Indirect reports: N/A.
The incumbent reports to the Head Secretariat and works closely with the Secretariat’s subject matter experts in identifying and addressing needs and future developments. S/he will have frequent contact with officials of the NCI Agency staff, NATO national Representatives and NATO International Staff at all levels.
The incumbent must demonstrate:
- Achievement; Creates own measures of excellence and improves performance.
- Analytical Thinking: Sees multiple relationships.
- Clarity and Accuracy: Monitors others’ work for clarity.
- Conceptual Thinking: Applies learned concepts.
- Customer Service Orientation: Makes things better for the customer, addressing underlying customer needs.
- Impact and Influence: Uses indirect influence.
- Initiative: Is decisive in a time-sensitive situation.
- Teamwork: Solicits inputs and encourages others
6 . CONTRACT
Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years; possibility of renewal for up to three years, during which the incumbent may apply for conversion to an indefinite duration contract.
Contract clause applicable:
In accordance with the contract policy, this is a post in which turnover is desirable for political reasons in order to be able to accommodate the Organisation’s need to carry out its tasks as mandated by the Nations in a changing environment, for example by maintaining the flexibility necessary to shape the Organisation’s skills profile, and to ensure appropriate international diversity.
The maximum period of service foreseen in this post is 6 years. The successful applicant will be offered a 3-year definite duration contract, which may be renewed for a further period of up to 3 years. However, according to the procedure described in the contract policy the incumbent may apply for conversion to an indefinite contract during the period of renewal and no later than one year before the end of 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 of up to 3 years subject also to the agreement of the national authority concerned. 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 Régulations.
7. RECRUITMENT PROCESS
Please note that we can only accept applications from nationals of NATO member countries.
Applications must be submitted using e-recruitment system, as applicable:
For NATO civilian staff members only: please apply via the internal recruitment portal ( link );
For all other applications: www.nato.int/recruitment
Please note that at the time of the interviews, candidates will be asked to provide evidence of their education and professional experience as relevant for this vacancy.
Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate) and approval of the candidate’s medical file by the NATO Medical Adviser.
More information about the recruitment process and conditions of employment, can be found at our website (http://www.nato.int/cps/en/natolive/recruit-hq-e.htm).
8. ADDITIONAL INFORMATION
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, and strongly encourages women to apply.
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.
Due to the broad interest in NATO and the large number of potential candidates, telephone or e-mail enquiries cannot be dealt with.
Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature, albeit at the same or a lower grade, provided they meet the necessary requirements.
The nature of this position may require the staff member at times to be called upon to travel for work and/or to work outside normal office hours.
The organization offers several work-life policies including Teleworking and Flexible Working arrangements (Flexitime) subject to business requirements.
Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment.
For information about the NATO Single Salary Scale (Grading, Allowances, etc.) please visit our website . Detailed data is available under the Salary and Benefits tab.