1. SUMMARY
The Registry in the Private Office (PO) of the Secretary General is responsible for the efficient and effective workflow in the Private Office through the implementation of information management procedures, as well as the focal point of the life cycle of documents addressed to the NAC, including Ministerial and Summits. Moreover, it supports the SG in his different functions (Chair of the NAC, Main Spokesperson and Head of the IS). Finally, the PO Registry is also responsible of the timely and accurate information posted in the NAC Portal.
The Assistant provides information management support within the Private Office. Under the supervision of the Officer of the Private Office Registry, he/she assists in the daily work of the office.
2. QUALIFICATIONS AND EXPERIENCE
ESSENTIAL
The incumbent must:
have a good general education, at least to higher secondary level; have a minimum of 4 years of experience in administrative, organisational work or information support functions; have knowledge and experience of international best practices and standards in the field of information management and be familiar with the life-cycle management of records; be familiar with the structure and activities of the Organization; have experience with ICT systems, modern office equipment, current office software packages, and their application to information and knowledge management, including document processing and record keeping; demonstrate good resistance to stress; be able to prioritize a wide-range of competing demands from various customers and to provide high-quality service; possess proven knowledge of SharePoint; have good professional drafting and editing skills in at least one of the official NATO languages; possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; III (“Intermediate”) in the other. be available to work outside working hours and in shifts, if and when required; be flexible and willing to travel occasionally.
DESIRABLE
The following would be considered an advantage:
a post-secondary level degree in relevant fields; more than 5 years of experience in similar information support functions; familiarity with the structure and procedure of the organization related to Information Management; experience in a national administration or International Organisation; experience in a field of NATO core business (international relations, political affairs, defence, security…);
3. MAIN ACCOUNTABILITIES
Planning and Execution
Organise and prioritise own workload to ensure the accurate and timely execution of duties. Implement work procedures and guidelines related to the NATO Information Management Policy (NIMP) and to NATO Security Policy. Implement information life-cycle best practices, in particular those pertaining to organisation, accessibility, transmission, storage and protection.
Organisational Efficiencies
Seek improved means of service delivery.
Information Management
Process documents and correspondence in accordance with applicable procedures and guidance in a timely and efficient manner. Perform tasks related to the secure handling and processing of electronic files (media control, data extraction, network transfers, etc.), including the operation of relevant office equipment. Understand the content and underlying issues. Look after the paper flow into and out of the Private Office including retrieving and organising correspondence/documents (including classified information).
Project Management
Contribute - as necessary - an Information Management perspective to projects within the PO or throughout the Organization.
Expertise Development
Continuously develop skills in the area of Information Management. Leverage knowledge and expertise in this field from across the Organization.
Knowledge Management
Control the quality, quantity and relevance of input to the knowledge management systems. Respond to requests for information, conduct research, and draft reports and summaries. Prepare statistics for the PO as required.
Stakeholder Management
Identify and describe clients’ needs and comment on possible solutions. Advise customers in a quality manner and in order of priority on practicalities of information management and effective interaction with Information Management services. Liaise with various points of contact and be the point of contact for initial requests of various natures.
Perform any other related duty as assigned.
4. INTERRELATIONSHIPS
The incumbent reports to the Officer of the PO Registry and is responsible to him for the performance of all major responsibilities outlined above and such other associated responsibilities as may develop. He/she works with the other members of the PO Registry as part of a team, as well as the PO Assistants, to ensure coherence of support and to avoid overlap. S/he has frequent contacts with counterparts in the International Staff, International Military staff and Delegations to ensure a commonality of approach and practical cooperation wherever possible.
This vacancy is archived.