Staff Assistant (Disaster and Emergency) / Security Access Control

The Staff Assistant supports the implementation of the Disaster & Emergency Action Plan and provides administrative and operational support for incident management and emergency response activities. The role also manages security access control procedures and coordinates multi-disciplinary teams during incidents and exercises.

Responsibilities

• Maintain and support the implementation of the Disaster & Emergency Action Plan (DEAP), ensuring it remains current, coordinated with Host Nation plans and exercised regularly.
• Serve as a primary administrative and operational support point for incident management and emergency response activities, including activation of response teams and coordination with internal stakeholders.
• Prepare, maintain and distribute situation reports (SITREPs), after-action reports, incident logs and other operational documentation in a timely and accurate manner.
• Coordinate scheduling, logistics, and administrative support for emergency training and tabletop simulations.
• Ensure readiness of emergency supplies, equipment inventories and contact lists; arrange procurement, storage and routine checks.
• Support communications and information assurance requirements during incidents, ensuring confidential and classified handling in accordance with NATO policy.
• Provide secretariat and administrative support to SES and DEFP Section meetings, working groups and committees.
• Assist in the development and dissemination of fire safety, prevention and awareness material; coordinate fire drills and inspections.
• Maintain and update databases and records (electronic and hard copy) related to emergency plans, personnel assignments and readiness metrics.
• Undertake additional duties as directed by Security and Emergency Services Branch Head.
• Support the administration of the central database of HQ employees, contractors, and visitors with specific access requirements, ensuring accuracy and compliance with NATO security regulations.
• Grant, modify, and revoke access permissions to designated areas of the HQ compound, including restricted and controlled zones, based on SES Branch’s instructions.
• Oversee access control procedures for contractors, vendors, and temporary staff, ensuring proper vetting and documentation.
• Coordinate with security force personnel to enforce access policies and respond to access violations or anomalies.
• Monitor access control system performance, conduct periodic audits, and ensure timely updates to software and hardware.
• Liaise with J1, Infrastructure, and Security branches to validate access configuration requirements and ensure alignment with operational needs.
• Prepare reports on access control activities, incidents, and trends for management review.
• Develop and update access control policies, procedures, and training materials by direction and guidance of the JFCNP Security Branch.
• Provide guidance and training to access control users and other staff members on system use and security protocols.
• Act as technical expert in working groups and projects related to physical security and access control.
• Perform occasional functions of project manager for access control system upgrades, technological advances or related initiatives.

Requirements

• Formal education at secondary school level with additional vocational training in security management, IT systems, or administration, and six years of relevant experience or a Bachelor’s degree in Emergency Management, Public Administration, Security Studies, Logistics or related discipline and three years of relevant experience.
• Basic First Aid / CPR, incident command foundation (e.g., ICS/NIMS 100/200 or equivalent), data protection / information assurance awareness.
• Italian at NATO SLP Level 3333 (Professional)
• English at NATO SLP Level 2222 (Professional)
• Minimum of 3 years of progressive experience in emergency management, civil protection, security services, base support, logistics or related field.
• Demonstrable experience supporting incident response, emergency planning or coordinating multi-agency activities.
• Proven administrative competence: document control, record keeping, report preparation and meeting support.
• Minimum three (3) years’ experience in security administration, access control, or database management.
• Ability to communicate effectively with staff, contractors, and security personnel.
• Proficiency in Microsoft Office and access control software.
• Advanced certification in emergency management, fire safety, civil protection, or a professional qualification (e.g., NEBOSH or equivalent for safety professionals) is desirable.
• Project management qualification (e.g., PRINCE2, PMP) is desirable for coordination of complex exercises and projects.
• Suggested additional courses: fire safety awareness, HAZMAT awareness, emergency planning and crisis communications.
• Certification in security management or database administration is desirable.
• Certification in General Data Protection Regulation (GDPR) is desirable.
• Formal training in physical security, access control systems, or IT security is desirable.
• Prior experience working within NATO, multinational HQs or military environments is desirable.
• Experience with Host Nation Support procedures and garrison coordination is desirable.
• Experience in conducting training and exercise design, or incident debriefs and lessons-learned processes is desirable.
• Experience liaising with civil authorities and external organisations is highly desirable.
• Experience with electronic access control systems and card management software is desirable.
• Familiarity with Host Nation security regulations is desirable.
• Strong organisational and administrative skills with high attention to detail.
• Excellent oral and written communication skills; able to produce clear, timely SITREPs and briefing materials.
• Able to operate effectively under pressure and during incidents; resilient and solutions-oriented.
• Good interpersonal and liaison skills; comfortable working in multinational and cross-functional teams.
• Sound IT skills: Microsoft Office suite, incident reporting systems, basic database management.
• Integrity and discretion when handling classified or sensitive information.
• Initiative and ability to prioritise workload with minimal supervision.

Skills

• Emergency Management
• Incident Response
• Civil Protection
• Security Administration
• Access Control
• Database Management
• Document Control
• Report Preparation
• Meeting Support
• Microsoft Office Suite
• Access Control Software
• First Aid
• CPR
• Incident Command System
• Data Protection
• Information Assurance
• Physical Security
• IT Security
• Project Management
• Fire Safety Training
• HAZMAT Awareness
• Emergency Planning
• Crisis Communication
• Training Design
• Exercise Coordination
• Incident Debriefing
• Liaison with Civil Authorities
• Host Nation Support
• Security Regulations
• Classified Information Handling

Languages

Italian, English