Assistant COS office

NATO

  • Paris
  • 5 098 €/mois
  • CDI
  • Temps-plein
  • Il y a 14 jours
Looking for a thrilling and meaningful challenge in contributing at your level to maintain NATO's technological edge, that position is for you.1. POST CONTEXT AND RESPONSIBILITIES. * The mission of the NATO STO is to help position the Nations and NATO’s S&T investments as a strategic enabler of the knowledge and technical advantage for the defence and security posture of NATO Nations and partner Nations.
  • As described in the STO Charter, the STO Collaboration Support Office (CSO) is one of the executive bodies of the STO. Within the framework of the STO Collaborative business model, the CSO provides executive and administrative support to the S&T activities conducted through the STO level 2 committees, the Scientific and Technical Panels and Group, and level 3 working groups.
  • The Assistant (COS Office) provides assistance to the Deputy Director / Chief of Staff and to the COS Office members. He/she also contributes to the organization and execution of major STO events (in particular, STB and PBMs). He/she provides back up to the CSO Chief Assistant.
2. FUNCTIONS INCLUDE:COS assistant is responsible for:1. 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 by:a) Organizing on own initiative the administrative work of the office.b) Requiring and gathering planned travel information from all CSO Offices and branches in order to establish the annual Travel Plan to be approved by the Deputy Director.c) In close coordination with the Staff Officer Plans & Coordination, contributing to the Dashboard (CSO management tool) exploitation by entering, updating and monitoring COS Office management information (major events dates, Travel Plan, etc.).d) Managing the Deputy Director’s agenda, being his/her focal point of contact to make appointments with him/her.e) Coordinating and organizing internal/external meetings/visits on behalf of the Deputy Director.f) 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.g) 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.h) Taking notes during meetings chaired by the Deputy Director and transcribing them into meetings Minutes. Disseminating and managing the storage of the meetings Minutes.i) Composing Deputy Director’s official correspondence based on brief verbal instructions.j) Preparing documents related to the business of the COS Office both in English and in French.k) When necessary, translating incoming and outgoing correspondence.2. 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.).3. 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.4. Performing other duties as may be required by the Deputy Director.3. AUTHORITYThe Assistant reports to the Deputy Director / Chief of Staff. The post holder replaces the Director's Chief Assistant in his/her absence, and occasionally any of the Panel Assistants in case of long term absence.4. QUALIFICATIONSESSENTIALProfessional /Experience· Five years’ 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.· Able to carry out complex administrative tasks autonomously or with minimum supervision.· Ability to take notes and transcribe minutes of meeting.Education/Training· Having successfully completed a post high-school specialized education and training as a personal assistant, or equivalent qualifications gained by experience.· Be able to take notes and write meeting reports.Language· Good knowledge of one of the two official NATO languages (SLP 3322) and fair knowledge of the other (SLP 2222). The work is mainly conducted in English.DESIRABLEThe following would be considered an advantage:Professional /Experience· Prior assignment with NATO in a position with similar responsibilities.Education/Training· Specialized education and training as a multilingual personal assistant.Language· Very good knowledge of both NATO official languages.· Knowledge of other European language(s).5. COMPETENCIES1. Personal attributesa) Reliable, trustworthy, discreet, with high sense of responsibility, showing tact, diplomacy, courtesy and with a pleasant personality.b) Good judgment.c) Willing to take initiative.d) Capable of working in a demanding scientific environment.e) Flexible in response to changing requirements.f) Willing to travel on CSO business as required and to accept occasional prolonged duty, especially at meetings.2. Managerial responsibilitiesThe incumbent supervises local support Staff at meetings.3. Professional Contactsa) Direct Contacts with:- National and Local Coordinators for meetings and STO events arrangements- Interpreters- Offices at NATO HQb) Interacts with the Contacts and corresponding parties of the Deputy Director, at the level of flag officers or equivalent.c) Coordinates with Panels/Group Offices and administrative CSO Staff for all matters concerning the COS Office.d) The incumbent must possess the ability to supervise the local support personnel provided by the host country on the occasion of meetings / events abroad.4. Contribution to the ObjectivesThe post holder fulfills an essential role in the office of the CSO, which is 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 post holder replaces the Chief Assistant in case of absence.6. SECURITY CLEARANCE LEVELNATO Secret7. WORKING ENVIRONMENTNormal office work environment, with occasional long hours and duty travels.8. EMPLOYMENT TERMS AND CONDITIONSThe position is at grade G10. The starting basic monthly salary will be Euro 5,098, 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.The successful candidate will be offered a definite duration contract of three years, which may, on conditions, be followed by another contract (indefinite).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.9. APPLICATION PROCEDUREOnly nationals of the 32 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:A Selection Panel will evaluate the applications. Applicants who pass the initial screening by the Selection Panel will be invited to attend an interview with the Selection Panel (Mid-July 2024).Candidates will attach a resume, an application letter and educational qualifications certificates to their NTAP application.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 65.

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