Through this competition, the NATO International Staff seeks to select qualified applicants for:
An Assistant, Records Management (G8/G10) position.
A reserve list for potential future positions of the same or similar nature (G8 and/or G8/G10).
1. SUMMARY
The Information, Communication and Technology Management (ICTM) Office provides support and services in the areas of information communication and technology management, and digital information, archives, records and knowledge management to the North Atlantic Council (NAC), its committees and to the IS.
Within the Digital Information Management Services (DIMS), the incumbent provides Records Management support, carries out the duties of information management assistant and is accountable for efficiently handling a combination of organisational, administrative, and project support tasks.
2. QUALIFICATIONS AND EXPERIENCE
The incumbent must:
• have a good general education to at least secondary level;
• have at least 4 years experience of international best practices and standards in the fields of information and records management;
• have experience with ICT systems and their application to recordkeeping and document processing, in particular experience working with Electronic Document and/or Records Management Systems (EDRMS);
• have a good understanding of issues relating to document and records management and distribution in an electronic environment, including security aspects;
• possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; II (“Elementary”) in the other.
The following would be considered an advantage:
• familiarity with document and records management systems and knowledge of handling security classified information;
• knowledge of access management principles, including role-based access, need-to-know, information classification, and auditability, as applied to digital information repositories;
• knowledge of the NATO Committee Structure and decision-making process.
3. MAIN ACCOUNTABILITIES
Information & Knowledge Management. Perform tasks in accordance with the NATO Information Management (IM), Records Management (RM) and Security policy framework. Initiate, guide and advise committee secretaries and action officers on the information, records and knowledge management procedures applicable throughout the Organisation. Set access provisions for NATO HQ information repositories, ensuring that information is accessible to authorised users while protecting confidentiality, integrity, and compliance requirements. Document and apply procedures related to the workflow of the team.
Project Management. Process requests for access to records. Mediate requests for access to information products between requestors and originators. Maintain distribution and access control lists and templates for information products. Develop, maintain, and control administrative structures for the International Staff and the International Military Staff to control access to information. Generate reports and statistics for DIMS staff and external clients.
Stakeholder Management. Analyse and provide guidance to specific requests for repository services and access to information by NATO staff at the Headquarters and in NATO Civil and Military Bodies and in the NATO Nations. Collaborate closely with the Central Registry and Records (CRRA) teams on access and distribution related matters. Collaborate with national security officers on access to classified information by Delegations and Milreps.
Expertise Development. Keep abreast of the developments in the area of Council and Committee support work, information and records management tools, processes and procedures within the IS. Within agreed guidance, act on own initiative to promote adherence to information security standards, applicable policies and best practices among the NATO staff, in particular committee secretaries and action officers. Stay abreast of professional developments in the information management field.
Perform any other related duty as assigned.
4. INTERRELATIONSHIPS
Reporting Line: The incumbent reports to the Team Lead, IRS in CRRA.
Interactions: The incumbent works together with the other members of the team, as well as with other staff in CRRA. Assists other teams when required and acts as a back for other CRRA staff when required.
Direct reports: N/a
Indirect reports: N/a
5. COMPETENCIES
The incumbent must demonstrate:
• Clarity and Accuracy: Checks own work;
• Customer Service Orientation: Takes personal responsibility for correcting problems;
• Empathy: Listens actively;
• Flexibility: Acts with flexibility;
• Initiative: Is decisive in a time-sensitive situation;
• Organisational Awareness: Understands the Organization's structure;
• Teamwork: Expresses positive attitudes and expectations of team or team members.
Contract clause applicable:
In accordance with the NATO Civilian Personnel Regulations, the successful candidate will receive a definite duration contract of three years, which may be followed by an indefinite duration contract.
If the successful applicant is seconded from the national administration of one of NATO’s member States, a 3-year definite duration contract will be offered, which may be renewed for a further period of up to 3 years subject to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years.
Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.
NOTE: Irrespective of previous qualifications and experience, candidates for twin-graded posts will be appointed at the lower grade. These circumstances are described in the IS directive on twin-graded posts.
7. USEFUL INFORMATION REGARDING APPLICATION AND RECRUITMENT PROCESS
Please note that we can only accept applications from nationals of NATO member countries. Applications must be submitted using e-recruitment system, as applicable:
For all other applications: www.nato.int/recruitment
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When submitting your application, please ensure that your Taleo Candidate Profile is updated and that your CV is correctly uploaded in the Taleo attachments section.
More information about the recruitment process and conditions of employment, can be found at our website (http://www.nato.int/cps/en/natolive/recruit-hq-e.htm)
Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate), approval of the candidate’s medical file by the NATO Medical Adviser, verification of your study(ies) and work experience, and the successful completion of the accreditation and notification process by the relevant authorities.
NATO will not accept any phase of the recruitment and selection prepared, in whole or in part, by means of reference documents without proper quotes (plagiarism), or any tools available on internet, including but not limited to translation facilities, or generative artificial-intelligence (AI) tools. NATO reserves the right to screen applications to identify the use of such tools. All applications prepared, in whole or in part, by means of such tools will be rejected without further consideration, and NATO reserves the right to take further steps in such cases as appropriate.
8. ADDITIONAL INFORMATION
NATO is committed to diversity and inclusion, and strives to provide equal access to employment, advancement and retention, independent of gender, age, nationality, ethnic origin, religion or belief, cultural background, sexual orientation, and disability. NATO welcomes applications of nationals from all member Nations, and strongly encourages women to apply.
NATO is committed to fostering an inclusive and accessible working environment, where all candidates living with disabilities can fully participate in the recruitment and selection process. If you require reasonable accommodation, please inform us during your selection process.
Candidates will be required to provide documented medical evidence to support their request for accommodation.
Building Integrity is a key element of NATO’s core tasks. As an employer, NATO values commitment to the principles of integrity, transparency and accountability in accordance with international norms and practices established for the defence and related security sector. Selected candidates are expected to be role models of integrity, and to promote good governance through ongoing efforts in their work.
Due to the broad interest in NATO and the large number of potential candidates, telephone or e-mail enquiries cannot be dealt with.
Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature, albeit at the same or a lower grade, provided they meet the necessary requirements.
The nature of this position may require the staff member at times to be called upon to travel for work and/or to work outside normal office hours.
The organization offers several work-life policies including Teleworking and Flexible Working arrangements (Flexitime) subject to business requirements.
Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment.
For information about the NATO Single Salary Scale (Grading, Allowances, etc.) please visit our website. Detailed data is available under the Salary and Benefits tab.
NATO does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. For more info please click here.
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