NOTIFICATION OF A B GRADE VACANCY NATO INTERNATIONAL STAFF OPEN TO NATIONALS OF NATO MEMBER STATES ONLY

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1 NOTIFICATION OF A B GRADE VACANCY NATO INTERNATIONAL STAFF OPEN TO NATIONALS OF NATO MEMBER STATES ONLY LOCATION: NATO Headquarters, Brussels, Belgium DIVISION: NATO OFFICE OF RESOURCES CAPABILITY IMPLEMENTATION BRANCH TITLE Assistant, Branch Support GRAD B4 SECURITY CLEARANCE: NS VACANCY N : Please note that the competition for this post is provisionally scheduled as follows: Written test and interview: 21 st and 22 nd September 2015, in Brussels (Belgium) SUMMARY The NATO Office of Resources (NOR) brings together, under the direction and leadership of the Director NOR, all NATO HQ International Staff (IS) working on NATO military common-funded issues with the aim of reinforcing military common-funded resource management at NATO HQ. The NOR provides integrated staff advice on military resource issues to the Secretary General and other Staff Divisions and provides integrated staff advice and support to the Resource Policy and Planning Board (RPPB), the Budget Committee (BC) and the Investment Committee (IC) as well as their Chairmen. It also provides secretariat support for the Civil Budget Committee (CBC). The Capability Implementation (CI) Branch of the NOR provides advice on technical, financial, economical and political aspects in various domains of engineering for the implementation of NATO common funded military capabilities. The Branch is organised in 3 Sections to ensure focused support on NATO Wide Communication, Command & Control (C3) Capabilities; Air Command & Control (C2) Capabilities; Operations and Strategic Capabilities. -1-

2 With minimal supervision, the incumbent will provide assistance and support throughout the CI Branch and liaise with staff throughout NOR, NATO Agencies, NATO Military Authorities and national Delegations. He/she is accountable for efficiently handling a wide range of support duties of an administrative and organisational nature. 2. QUALIFICATIONS AND EXPERIENCE ESSENTIAL The incumbent must: have a good general education at least to higher secondary level; possess at least 4 years experience performing administrative and organisational duties; have familiarity with various software packages, in particular the Microsoft Office suite or similar; have the ability to demonstrate at least one additional skill, e.g.: - in-depth working knowledge of PC software applications - experience in organising conferences, etc.; possess the following minimum levels of NATO s official languages (English/French): V ( Advanced ) in one and I (Beginner) in the other; have successfully passed the NATO Microsoft Office Proficiency Test. DESIRABLE The following would be considered an advantage: knowledge of the NATO Security Investment Programme (NSIP) or Military Budget procedures and projects. 3. MAIN ACCOUNTABILITIES Planning and Execution Maintain records of decisions taken by the resource committees related to specific categories of NSIP funded projects and ensure follow-up action. Prepare executive summaries derived from the NOR staff officers reports on the acceptance of complex investment projects for consideration by the IC. Prepare complete reports for more straight-forward inspection and deletion requests. Assemble, monitor, present in lists and process to the IC, distinct groups of self-standing smaller capital investment projects and/or fund requests based on technical advice from NOR technical experts. Provide constructive suggestions to improve processes related to area of responsibility. Information Management Draft memoranda and cover letters to documents. Type and format all kinds of documents, including tables of figures requiring careful presentation using the standard software packages used by NATO (Word, Excel, PowerPoint). Take minutes at meetings as necessary. Gather documents for the Branch staff to assist in their duties. Oversee the paper flow into and out of the office including retrieving and organising correspondence/documents (including classified information). Maintain an effective followup and/or reminder system for pending actions within the Branch. -2-

3 Expertise Development Assist Officers of CI Branch in the preparation of statistical information related to IC work. Review reports on the above areas, as prepared by the NOR staff officers from an NSIP procedural and financial point of view and discuss modifications or inaccuracies as appropriate. Knowledge Management Populate, operate and manage NOR database on matters under his/her responsibility, including contract signature, minor works and technical acceptances. Prepare inputs for the agendas of upcoming Committee meetings. Stakeholder Management Liaise with CI staff, national Delegates and Strategic Commands. Organisational Efficiencies Provide constructive suggestions to improve Branch procedures. Find ways to be faster, better and more effective in managing information and using office tools. Work independently, and prioritise her/his workload applying proper time management. Perform any other related duty as assigned. 4. INTERRELATIONSHIPS The incumbent reports to the Section Head NATO Wide C3 Capabilities, CI Branch. He/she will coordinate work, provide support throughout the Branch and liaise with staff throughout NOR, NATO Agencies, NATO Military Authorities and national Delegations. Direct reports: N/a Indirect reports: N/a 5. COMPETENCIES The incumbent must demonstrate the following competencies: Clarity and Accuracy; Customer Service Orientation; Empathy; Flexibility; Initiative; Organisational Awareness; Teamwork. 6. CONTRACT Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years duration; possibility of another contract thereafter. -3-

4 Contract clause applicable: In accordance with the NATO Civilian Personnel Regulations, the successful candidate will receive a definite duration contract of three years, which may 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 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 Regulations. 7. HOW TO APPLY: Applications must be submitted using one of the following links, as applicable: For NATO civilian staff members only: please apply via the internal recruitment portal (for more information, please contact your local Civilian HR Manager); For all other applications: ADDITIONAL INFORMATION: Due to the broad interest in NATO and the large number of potential candidates, telephone or enquiries cannot be dealt with. 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. 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. Please note that we can only accept applications from nationals of NATO member countries. NATO as an 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. Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment. -4-

5 NOTIFICATION DE LA VACANCE D'UN POSTE DE GRADE «B» SECRÉTARIAT INTERNATIONAL DE L OTAN POSTE OUVERT AUX SEUL(E)S RESSORTISSANT(E)S DES ÉTATS MEMBRES DE L'OTAN LIEU D'AFFECTATION : Siège de l'otan (Bruxelles - Belgique) DIVISION : BUREAU OTAN DES RESSOURCES BRANCHE MISE EN ŒUVRE DES CAPACITÉS INTITULÉ : Assistant(e) (soutien de la Branche) GRADE : B.4 HABILITATION DE SÉCURITÉ : NS POSTE VACANT N o : On voudra bien noter que le concours pour ce poste est actuellement prévu pour les dates suivantes : Épreuve écrite et entretien les 21 et 22 septembre 2015, à Bruxelles RÉSUMÉ Sous l autorité et la conduite de son directeur/sa directrice, le Bureau OTAN des ressources (NOR) est chargé de renforcer la gestion des ressources militaires de l OTAN financées en commun en regroupant tous les agents internationaux du Siège qui travaillent dans ce domaine. Le NOR fournit des avis intégrés sur les questions relatives aux ressources militaires au/à la secrétaire général(e) et aux autres divisions au Siège, et il fournit des avis et un soutien intégrés au Bureau de la planification et de la politique générale des ressources (RPPB), au Comité des budgets, au Comité des investissements, ainsi qu'à leurs présidences respectives. Il assure également le secrétariat du Comité du budget civil (CBC). Au sein du NOR, la Branche Mise en œuvre des capacités fournit des avis sur des aspects techniques, financiers, économiques et politiques dans divers domaines de l'ingénierie pour la mise en œuvre des capacités militaires de l OTAN financées en commun. La Branche est divisée en trois sections, chargées d apporter un soutien spécifique dans les domaines suivants : capacités de communication, de commandement et de contrôle (C3) à l échelle de l OTAN, capacités de commandement et de contrôle (C2) aériens, opérations et capacités stratégiques. -5-

6 Avec le minimum de supervision, le/la titulaire du poste apporte une aide et un soutien à l'ensemble de la Branche Mise en œuvre des capacités et se tient en liaison avec divers autres agents au sein du NOR, d'organismes OTAN, des autorités militaires de l'otan et des délégations nationales. Il/Elle doit s acquitter avec efficacité de toute une série de tâches de soutien administratif ou organisationnel. 2. QUALIFICATIONS ET EXPÉRIENCE ACQUIS ESSENTIELS Le/La titulaire du poste doit : avoir une bonne instruction générale, au moins du niveau secondaire supérieur ; avoir au moins quatre ans d expérience des tâches d'ordre administratif et organisationnel ; avoir une bonne connaissance de différents logiciels, en particulier de la suite Microsoft Office ou d'applications similaires ; avoir des compétences avérées dans un autre domaine au moins, par exemple : une connaissance pratique approfondie de logiciels PC ; une expérience dans l'organisation de conférences, etc. ; avoir au minimum le niveau de compétence V («avancé») dans l'une des deux langues officielles de l'otan (anglais/français), et le niveau I («débutant») dans l'autre ; avoir réussi le test OTAN d'aptitude à l'utilisation de la suite logicielle Microsoft Office. ACQUIS SOUHAITABLES Serait considérée comme un atout : une connaissance du programme OTAN d'investissement au service de la sécurité (NSIP) ou des procédures et des projets ayant trait au budget militaire. 3. RESPONSABILITÉS PRINCIPALES Planification et exécution Consigne par écrit les décisions prises par les comités chargés des ressources concernant des catégories spécifiques de projets financés sur le NSIP, et fait en sorte qu'il soit donné suite à ces décisions. Établit des notes de synthèse des rapports des administrateurs/administratrices du NOR sur la recette de projets d'investissement complexes en vue de leur examen par le Comité des investissements. Établit des rapports complets pour les demandes plus simples d'inspection et de suppression. Constitue des ensembles distincts de petits projets d'équipement autonomes et/ou de demandes de fonds en se basant sur les avis techniques fournis par des experts du NOR, en assure le suivi, les présente sous forme de liste et les soumet au Comité des investissements. Fait des propositions constructives pour améliorer les processus concernant son domaine de responsabilité. -6-

7 Gestion de l'information Rédige des mémorandums et des notes destinées à accompagner les documents. Dactylographie et met en forme toutes sortes de documents, y compris des tableaux de chiffres nécessitant une présentation soignée, au moyen des logiciels communément utilisés à l'otan (Word, Excel, PowerPoint). Prend des notes en réunion selon les besoins. Rassemble les documents nécessaires pour aider les agents de la Branche dans leur travail. Contrôle le flux des documents entrants et sortants, trie et classe la correspondance et les dossiers (y compris ceux qui contiennent des informations classifiées). Tient à jour un système efficace de suivi et/ou de rappel pour les mesures restant à exécuter au sein de la Branche. Développement de l'expertise Aide les administrateurs/administratrices de la Branche Mise en œuvre des capacités à établir des statistiques concernant le travail du Comité des investissements. Examine, du point de vue des procédures du NSIP et du point de vue financier, les rapports sur les domaines évoqués plus haut qui ont été rédigés par des administrateurs/administratrices du NOR, et appelle l'attention sur les modifications à apporter et les inexactitudes éventuelles. Gestion des connaissances Alimente, exploite et gère la base de données du NOR s'agissant des questions dont il/elle a la charge, y compris la signature de contrats, les ouvrages d'importance mineure et les recettes techniques. Prépare des dossiers pour les points inscrits à l'ordre du jour des réunions des comités. Gestion des parties prenantes Assure la liaison avec les agents de la Branche Mise en œuvre des capacités, avec les délégués nationaux et avec les commandements stratégiques. Efficacité organisationnelle Fait des propositions constructives pour améliorer les procédures de travail au sein de la Branche. Cherche à perfectionner la gestion de l'information et l'utilisation des outils bureautiques sur le plan de la rapidité et de l'efficacité. Travaille de manière autonome, et établit des priorités pour le traitement de sa charge de travail, en appliquant les principes de bonne gestion du temps. S'acquitte de toute autre tâche en rapport avec ses fonctions qui pourrait lui être confiée. 4. STRUCTURE ET LIAISONS Le/La titulaire du poste relève du/de la chef de la Section Capacités C3 à l'échelle de l'otan, au sein de la Branche Mise en œuvre des capacités. Il/Elle assure la coordination du travail au sein de cette branche, lui fournit un soutien et se tient en liaison avec divers autres agents au sein du NOR, d'organismes OTAN, des autorités militaires de l'otan et des délégations nationales. Nombre de subordonné(e)s direct(e)s : sans objet. Nombre de subordonné(e)s indirect(e)s : sans objet. -7-

8 5. COMPÉTENCES Le/La titulaire du poste doit faire preuve des compétences suivantes : Clarté et précision Souci du service au client Empathie Flexibilité Initiative Compréhension organisationnelle Travail en équipe 6. CONTRAT Contrat proposé (hors détachement) : contrat d'une durée déterminée de trois ans, qui pourra être suivi d'un autre contrat. Clause contractuelle applicable : Conformément au Règlement du personnel civil de l'otan, la personne retenue se verra offrir un contrat d'une durée déterminée de trois ans, qui pourra être suivi d'un autre contrat. Si la personne retenue est détachée de l administration d un État membre de l OTAN, elle se verra offrir un contrat d une durée déterminée de trois ans qui, sous réserve de l accord des autorités nationales concernées, pourra être reconduit. À ce poste, la durée de service d un agent détaché n excède pas six ans. Les agents en fonction se verront offrir un contrat conforme aux dispositions du Règlement du personnel civil de l'otan. 7. COMMENT POSTULER Les candidatures doivent être soumises comme suit : pour les seuls agents civils de l'otan : via le portail de recrutement interne (pour plus de précisions, veuillez prendre contact avec votre responsable des ressources humaines civiles) ; pour toutes les autres candidatures : via le lien INFORMATIONS COMPLÉMENTAIRES En raison du vif intérêt suscité par l'otan et du nombre élevé de candidatures potentielles, il ne pourra pas être donné suite aux demandes de renseignements adressées par téléphone ou par courrier électronique. -8-

9 La nomination se fera sous réserve de la délivrance d'une habilitation de sécurité par les autorités du pays dont le/la candidat(e) retenu(e) est ressortissant(e) et de l'approbation de son dossier médical par le/la médecin-conseil de l'otan. Les candidat(e)s qui ne seront pas retenu(e)s pour ce poste pourront se voir offrir un poste analogue, au même grade ou à un grade inférieur, pour autant qu'ils/elles remplissent les conditions requises. On notera que seules les candidatures de ressortissant(e)s de pays de l OTAN pourront être acceptées. En tant qu employeur, l OTAN attache un grand prix à la diversité des parcours et des expériences, et elle est déterminée à recruter et à fidéliser des personnes talentueuses issues d horizons divers. L Organisation reçoit les candidatures de ressortissants de tous les pays membres et encourage fortement les femmes à postuler. Le Secrétariat international de l'otan est un environnement sans tabac. -9-

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