Staff Assistant (Disaster and Emergency) / Security Access Control

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Employer:         Headquarters Allied Joint Force Command Naples (HQ JFC Naples)

Place of work:  Giugliano in Campania, Località Lago Patria (NA), Italy

      Job Title:          Staff Assistant (Disaster and Emergency) / Security Access Control

      Job Profile:      Level 1

Type of employment:     Full time job

Type of contract:            Indefinite duration contract

Basic Gross Pay:            € 3.164,00

     Eligibility for employment: In line with current legislation and in accordance with applicable National Collective Labour Agreement

QUALFICATIONS AND EXPERIENCE

ESSENTIAL

Education

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.

Vocational/Professional training

Basic First Aid / CPR, incident command foundation (e.g., ICS/NIMS 100/200 or equivalent), data protection / information assurance awareness.

Language Skills

•    Italian at NATO SLP Level 3333 (Professional)

•    English at NATO SLP Level 2222 (Professional)

Work Experience and/or Skills

• 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.

DESIRABLE

Education

• Advanced certification in emergency management, fire safety, civil protection, or a professional qualification (e.g., NEBOSH or equivalent for safety professionals).

• 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.

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• Certification in security management or database administration.

• Certification in General Data Protection Regulation (GDPR);

• Formal training in physical security, access control systems, or IT security.

Work Experience and/or Skills

• Prior experience working within NATO, multinational HQs or military environments.

• Experience with Host Nation Support procedures and garrison coordination.

• Experience in conducting training and exercise design, or incident debriefs and lessons-learned processes.

• Experience liaising with civil authorities and external organisations is highly desirable.

• Experience with electronic access control systems and card management software.

• Familiarity with Host Nation security regulations.

Attributes/Competencies

• 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.

Reporting: The post should report to the Disaster, Emergency & Fire Prevention Section Head or to the SES Branch Head.

Deputising: This post does not have a permanent supervisory role, but may be required to act on delegated responsibilities and to deputise for senior staff during their absence.

Responsibilities: No direct reporting responsibilities are assigned by default; however, the incumbent will coordinate multi-disciplinary teams and external partners during incidents and exercises.

DUTIES

•          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 the following 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

CONTRACT

The basic gross monthly salary is Euro € 3.164,00 which is not exempt from national taxation.