Staff Assistant (Administration) (210687)
Status
Draft Recruiter
TURCO, SABRINA Status Details
Draft Hiring Manager
Carbone, AntonellaMaria Primary Location * Italy > Naples Requisition Type
Professional Hired Candidates 0 out of 1
Vacancy Administration
Identification
Requisition Title
Staff Assistant (Administration) Post Number
OJS GXCX 0060 Number of Openings
1 Grade
NATO Grade G8 Clearance Level
NS Eligibility
All NATO member states Justification
Replacement Nationality Previous Incumbent
Italian
Structure
Organization *
Agency Joint Force Command Naples
Level 2 Command Group
Level 3 COS
Primary Location * Country Italy
City Naples
Job Field *
Domain Executive Management
Owners
Recruiter
TURCO, SABRINA Hiring Manager
Carbone, AntonellaMaria Recruitment Assistant De Luca, Marco
User Group
User Group JFCNP
Candidate Selection Workflow
Candidate Selection Workflow NTAP Workflow
Profile
Shift
Day Job Schedule
Full-time
Compensation
Currency
Euro (EUR) Pay Basis
Monthly Minimum Salary
3322.62
Budget
Currency - Budget Section Euro (EUR)
Selection Plan
Selection Tools Interview, Written test
Vacancy Notice
Internal Description
Description - Internal
LOCATION: Headquarters Joint Force Command Naples (HQ JFCNP), Italy DIVISION: Command Group
TITLE: Staff Assistant (Administration) GRADE: G8
SECURITY CLEARANCE: NATO S E C R E T
1. POST CONTEXT
Headquarters Allied Joint Force Command Naples is a Joint Headquarters, operating at the Operational Level, capable of executing effective command and control over assigned forces in order to achieve Operational effects in an assigned Joint Operating Area. As a Joint Force Command the relationships with other NATO Command Structure and NATO Force Structure Component Command Headquarters will change between baseline activities, crisis and conflict. It also provides Joint competencies to assigned NATO Force Structure Headquarters tasked to deploy as Joint Task Force Headquarters The Command (COM) Group provides and sustains operational level joint command and control capabilities at designated readiness states, so the COM can conduct the full range of assigned military operations throughout the NATO Area of Responsibility (AOR) and beyond. The Office of the Chief of Staff (COS) directs staff actions on behalf of the COS
and ensures that all published instructions are in accordance with the Commander (COM)’s policy and guidance. The incumbent is responsible for providing administrative and personal support to the Chief of Staff and his staff.
This post reports to OJS GXCX 0020 - Executive Coordinator - OF-5
2. DUTIES
The incumbent is responsible for the administration management of COS' office and for maintaining the workflow schedules.
The incumbent processes all office correspondence.
The incumbent ensures that the preparation and handling of all documents for signature by COS are carried out in accordance with appropriate NATO administrative procedure guidance documents.
The incumbent takes notes and minutes and keeps records of meetings.
The incumbent contributes to the tracking process of taskers.
The incumbent handles all telephone calls and electronic mail of the COS.
The incumbent acts as Security & Documents Controller for COS' office.
The incumbent maintains COS' calendar.
The incumbent processes all invitations; prepares guest lists, seating plans, coordinates support service and finance for social events hosted by COS and/or the Command Group.
In absence of the Staff Officer (ADC) takes over all his/her daily duties in coordination with the Staff Officer (Coordination).
The incumbent maintains appropriate links and contacts with NATO and civilian authorities (international, national and local), incl. other personal staffs/executive offices.
The incumbent hosts high ranking visitors and official guests of the COS.
The incumbent acts as Travel Clerk for COS' office.
The incumbent is responsible for office supplies/stationary.
The incumbent undertakes work as part of a project team or working group as directed or assigned.
The incumbent has financial responsibility for social events and purchases as directed by COS.
Under routine circumstances, the job is performed in a typical office environment where the risk of injury is categorized as “none”. The 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 may be required to undertake deployments in support of military operations and exercises, and/or TDY assignments, both within and outside NATO boundaries up to 30 days.
3. QUALIFICATIONS AND EXPERIENCE ESSENTIAL
Secondary education and basic training for specific task related skills, with 2 years experience.
Professional experience in personal secretarial and administrative role.
Experience in the administration management of an office and in maintaing the workflow schedules.
Experience in providing support service for high-level social events.
Experience in hosting high ranking visitors and official guests.
Must have an English Standard Language Proficiency level of “professional” in Listening and Speaking, and “functional” in Reading and Writing (SLP 3322 based on NATO standards).
DESIRABLE
Professional experience in a higher administrative/secretarial role (management assistant).
Experience in maintaining appropriate links and contacts with NATO and civilian authorities (international, national and local), including other personal staffs/executive offices.
Secreterial Office Management Qualification.
FINS Course.
Knowledge of host nation language.
4. POSITION AND CANDIDATE PROFILE Personal attributes
Must have excellent judgement and organisational abilities in order to manage the secretarial and administrative operations of COS' office. It is a must to be able to work without supervision and to have good interpersonal and
communication skills. Requires considerable discretion, tact and diplomacy. Must be able to identify and quickly react to critical situations. Must be flexible, adaptive and should use own judgement and initiative to resolve conflicts. Must be able to work under pressure and to perform duties outside normal working hours.
Professional contacts
Has daily interaction with senior officers, governmental officials and community representatives at local, national and international levels.
Contribution to the objectives
Provides secretarial and administrative support which is essential to the smooth functioning of the Office of the COS.
Serves as advisor in matters of social etiquette, cultural sensitivity and local customs. His or her successful performance has a positive impact on the image of the HQ.
5. CONTRACT
The successful candidate will receive a three-year definite duration contract which may be followed by an indefinite duration contract.
The basic entry-level monthly salary for a NATO Grade G8 in Italy is Euro 3,322.62 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.
6. HOW TO APPLY:
1. HQ JFC Naples uses NATO Talent Acquisition Platform.
In order to apply for this vacancy, please visit the platform at: https://nato.taleo.net/careersection/2/jobsearch.ftl?lang=en, and search for vacancies within HQ JFC Naples.
2. Essential information must be included in the application form. Each question should be answered thoroughly.
Expressions such as “please see attached CV”, or invitations to follow links to personal webpages, are not acceptable, and will be disregarded. Application forms must be filled out in English.
3. Applications are automatically acknowledged within one working day after submission. In the absence of an acknowledgment please make sure the submission process is completed, or, re-submit the application.
4. Shortlisted candidates invited to the interview phase, will be requested to provide, where applicable, copies of University diplomas listing the exams sustained, transcripts (that is, list of courses with grades and dates), for all pertinent university and vocational training courses.
5. Candidates’ individual telephone or email enquiries about the submission of their applications cannot be dealt with. All candidates will receive an answer indicating the outcome of their application.
Please note:
Staff members are appointed to and hold posts on the establishment of a NATO body only on condition that:
· They are nationals of a NATO member country
· They are over 21 and under 60 years of age at the time of taking up their appointments. Appointments of definite duration may be offered to candidates of 60 years of age or more, provided that the expiration date of the contract is not later than the date at which the candidate attains the age of 65.
ADDITIONAL INFORMATION:
A NATO security clearance and approval of the candidate’s medical file by the NATO Medical Adviser are essential conditions for appointment to this post. Applicants are not required to possess a clearance at the time of applying, but they must be eligible for a clearance. HQ JFC Naples will take action to obtain the required security clearance from the successful candidates’ national authorities.
Please note that we can only accept applications from nationals of NATO member countries.
External Description
Description - External
LOCATION: Headquarters Joint Force Command Naples (HQ JFCNP), Italy
DIVISION: Command Group
TITLE: Staff Assistant (Administration) GRADE: G8
SECURITY CLEARANCE: NATO S E C R E T
1. POST CONTEXT
Headquarters Allied Joint Force Command Naples is a Joint Headquarters, operating at the Operational Level, capable of executing effective command and control over assigned forces in order to achieve Operational effects in an assigned Joint Operating Area. As a Joint Force Command the relationships with other NATO Command Structure and NATO Force Structure Component Command Headquarters will change between baseline activities, crisis and conflict. It also provides Joint competencies to assigned NATO Force Structure Headquarters tasked to deploy as Joint Task Force Headquarters The Command (COM) Group provides and sustains operational level joint command and control capabilities at designated readiness states, so the COM can conduct the full range of assigned military operations throughout the NATO Area of Responsibility (AOR) and beyond. The Office of the Chief of Staff (COS) directs staff actions on behalf of the COS and ensures that all published instructions are in accordance with the Commander (COM)’s policy and guidance. The incumbent is responsible for providing administrative and personal support to the Chief of Staff and his staff.
This post reports to OJS GXCX 0020 - Executive Coordinator - OF-5
2. DUTIES
The incumbent is responsible for the administration management of COS' office and for maintaining the workflow schedules.
The incumbent processes all office correspondence.
The incumbent ensures that the preparation and handling of all documents for signature by COS are carried out in accordance with appropriate NATO administrative procedure guidance documents.
The incumbent takes notes and minutes and keeps records of meetings.
The incumbent contributes to the tracking process of taskers.
The incumbent handles all telephone calls and electronic mail of the COS.
The incumbent acts as Security & Documents Controller for COS' office.
The incumbent maintains COS' calendar.
The incumbent processes all invitations; prepares guest lists, seating plans, coordinates support service and finance for social events hosted by COS and/or the Command Group.
In absence of the Staff Officer (ADC) takes over all his/her daily duties in coordination with the Staff Officer (Coordination).
The incumbent maintains appropriate links and contacts with NATO and civilian authorities (international, national and local), incl. other personal staffs/executive offices.
The incumbent hosts high ranking visitors and official guests of the COS.
The incumbent acts as Travel Clerk for COS' office.
The incumbent is responsible for office supplies/stationary.
The incumbent undertakes work as part of a project team or working group as directed or assigned.
The incumbent has financial responsibility for social events and purchases as directed by COS.
Under routine circumstances, the job is performed in a typical office environment where the risk of injury is categorized as “none”. The 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 may be required to undertake deployments in support of military operations and exercises, and/or TDY assignments, both within and outside NATO boundaries up to 30 days.
3. QUALIFICATIONS AND EXPERIENCE ESSENTIAL
Secondary education and basic training for specific task related skills, with 2 years experience.
Professional experience in personal secretarial and administrative role.
Experience in the administration management of an office and in maintaing the workflow schedules.
Experience in providing support service for high-level social events.
Experience in hosting high ranking visitors and official guests.
Must have an English Standard Language Proficiency level of “professional” in Listening and Speaking, and “functional” in Reading and Writing (SLP 3322 based on NATO standards).
DESIRABLE
Professional experience in a higher administrative/secretarial role (management assistant).
Experience in maintaining appropriate links and contacts with NATO and civilian authorities (international, national and local), including other personal staffs/executive offices.
Secreterial Office Management Qualification.
FINS Course.
Knowledge of host nation language.
4. POSITION AND CANDIDATE PROFILE Personal attributes
Must have excellent judgement and organisational abilities in order to manage the secretarial and administrative operations of COS' office. It is a must to be able to work without supervision and to have good interpersonal and communication skills. Requires considerable discretion, tact and diplomacy. Must be able to identify and quickly react to critical situations. Must be flexible, adaptive and should use own judgement and initiative to resolve conflicts. Must be able to work under pressure and to perform duties outside normal working hours.
Professional contacts
Has daily interaction with senior officers, governmental officials and community representatives at local, national and international levels.
Contribution to the objectives
Provides secretarial and administrative support which is essential to the smooth functioning of the Office of the COS.
Serves as advisor in matters of social etiquette, cultural sensitivity and local customs. His or her successful performance has a positive impact on the image of the HQ.
5. CONTRACT
The successful candidate will receive a three-year definite duration contract which may be followed by an indefinite duration contract.
The basic entry-level monthly salary for a NATO Grade G8 in Italy is Euro 3,322.62 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.
6. HOW TO APPLY:
1. HQ JFC Naples uses NATO Talent Acquisition Platform.
In order to apply for this vacancy, please visit the platform at: https://nato.taleo.net/careersection/2/jobsearch.ftl?lang=en, and search for vacancies within HQ JFC Naples.
2. Essential information must be included in the application form. Each question should be answered thoroughly.
Expressions such as “please see attached CV”, or invitations to follow links to personal webpages, are not acceptable, and will be disregarded. Application forms must be filled out in English.
3. Applications are automatically acknowledged within one working day after submission. In the absence of an acknowledgment please make sure the submission process is completed, or, re-submit the application.
4. Shortlisted candidates invited to the interview phase, will be requested to provide, where applicable, copies of University diplomas listing the exams sustained, transcripts (that is, list of courses with grades and dates), for all pertinent university and vocational training courses.
5. Candidates’ individual telephone or email enquiries about the submission of their applications cannot be dealt with. All candidates will receive an answer indicating the outcome of their application.
Please note:
Staff members are appointed to and hold posts on the establishment of a NATO body only on condition that:
· They are nationals of a NATO member country
· They are over 21 and under 60 years of age at the time of taking up their appointments. Appointments of definite duration may be offered to candidates of 60 years of age or more, provided that the expiration date of the contract is not later than the date at which the candidate attains the age of 65.
ADDITIONAL INFORMATION:
A NATO security clearance and approval of the candidate’s medical file by the NATO Medical Adviser are essential conditions for appointment to this post. Applicants are not required to possess a clearance at the time of applying, but they must be eligible for a clearance. HQ JFC Naples will take action to obtain the required security clearance from the successful candidates’ national authorities.
Please note that we can only accept applications from nationals of NATO member countries.