Staff Officer (Coordination)

The Staff Officer (Coordination) provides executive and administrative support to the NATO Chief Scientist and the Science & Technology Board (STB). The role involves planning and coordinating STB meetings, managing documentation, liaising with stakeholders, and supporting administrative functions within the Office of the Chief Scientist (OCS).

Responsibilities

• Contributing to and facilitating planning, coordination and execution of STB meetings, and the management of STB documentation.
• Assisting in directing the staff support to the STB.
• Contributing to and facilitating the staff-level coordination with the other STO Executive Bodies to monitor and follow-up actions deriving from STB decisions and guidance.
• Providing oversight of STB sub-groups and sub-committees to ensure effective and efficient proceedings and secretariat support.
• Providing executive and administrative support to the STO Executive Coordinator, in coordination and collaboration with the Assistant Resource Management and Principal Assistant.
• Supporting the STO Executive Coordinator in his/her role as STB Secretary and participating at meetings of the STB, serving as Deputy STB Secretary as required.
• Managing and coordinating administrative and logistic support for STB meetings, including physical arrangements and advising local coordinators.
• Managing and updating the list of STB members, Associate Members, etc., in the STO database.
• Drafting and delivering analytical reports and recommendations related to STB meeting planning, procedures, topics, and future development.
• Preparing correspondence, documents and reports on matters pertaining to STB business.
• Developing and engaging with a network of S&T stakeholders at NATO and national level to facilitate coordination of STB business.
• Liaising with relevant stakeholders in NATO HQ regarding NATO Committee policies and procedures, including document management.
• Contributing to the coordination of overall administrative support to the OCS, including administration, staff services, IT and security issues.
• Administering and coordinating recruitments, including liaising with IS/HR, preparing vacancy notices, assisting hiring managers, and acting as secretary of selection panels.
• Managing contractual aspects for temporary hires.
• Providing information on and administering OCS staff training opportunities and liaising with training service providers.
• Coordinating requirements for Information and Knowledge Management and ICT Management in close coordination with Assistant Resource Management.
• Interacting with providers of Shared Services at NATO HQ and coordinating relevant Memoranda of Understanding and Service Level Agreements.
• Maintaining close contact with colleagues in similar positions to exchange information and best practices.
• Working on specific projects as required.
• Attending other Committees’ meetings representing the Chief Scientist, STO Executive Coordinator and OCS as directed.
• Replacing the STO Executive Coordinator and performing his/her duties for limited periods as directed.
• Serving as OCS Deputy Security Officer.
• Performing other related functions as directed by the Chief Scientist.

Requirements

• At least 5 years of relevant experience executing similar duties.
• Capacity to learn and adapt to a fast-paced environment.
• Very good organisational multi-tasking and time-management skills.
• Excellent communication, drafting and presentation skills.
• Demonstrated capacity for planning, analysis and the drafting of proposals and ideas.
• Strong working knowledge of office word processing, spreadsheet, graphics presentations and database software.
• A degree from a university or institute of recognised standing or an equivalent qualification from a defence/military institution, for example in a scientific, technical, engineering or mathematical discipline.
• Very good knowledge of one of the two official NATO languages, English or French (SLP 4444), good knowledge of the other (SLP 3333).
• Working experience in an international environment with a demonstrated capacity to work in a multinational and multicultural environment with scientific and military personnel at all levels.
• Knowledge of NATO policies, procedures and working methods.
• Knowledge of current international events and their impact on NATO work.
• Familiarity with security requirements and processes within an international organisation or within a national government.
• Practical management experience in planning, programming and budgeting.
• A state or university post-graduate degree from a university or institute of recognised standing or an equivalent qualification from a defence/military institution.
• Excellent knowledge of both NATO official languages.
• Knowledge of other languages.

Skills

• Organisational Multi-tasking
• Time Management
• Communications Skills
• Drafting Funding Proposals
• Presentation Skills
• Planning and Analysis
• Word Processing
• Spreadsheet Software Knowledge
• Graphics Presentation Software
• Database Software
• International Environment Experience
• Multinational Team Coordination
• NATO Policies Knowledge
• NATO Procedures Knowledge
• Security Requirements Familiarity
• Programme Planning
• Budgeting
• Administrative Support
• Meeting Coordination

Languages

English, French