Staff Assistant (LIM Support)

1. Post Context

Headquarters JSEC provides a resilient operational-level Joint Headquarters, capable of supporting 24/7 operations to coordinate enablement (at the operational level) and, on order, the execution of reinforcement by forces (RbyFo) and sustainment flow in order to contribute to the Alliance's ability to project and sustain combat power into, across and from the Area of Responsibility (AOR), and, if required, into a Joint Operations Area (JOA).

The Support Directorate (SPT) is responsible for providing cross-functional expertise in Supply and Services, HNS Military Engineering (MILENG), Medical Support, Maintenance, CIS, Human Resources (HR) matters and Logistics Information Management.

The J4 Division is responsible for the coordination of the establishment, development and maintenance of the RSN.

The Logistics Information Management (LIM) Branch is responsible for delivering governance, management and control of Logistics data, information, and processes in line with SHAPE direction and guidance.

The incumbent is responsible for the maintenance and the management of the LIM branch information tools.

2. Principal Duties

The incumbent's duties are:

a. Provides the functional administration of HQ document management, tasker, portal and other information exchange and collaboration systems.

b. Provides analysis and validation of data in order to provide the required information.

c. Checks whether the incoming data is submitted in line with the required time and format.

d. Carries out the process to transfer the data into LOGBASE and make it available for all the authorized users.

e. Supports the upgrade and maintenance of the HQ’s logistics information exchange requirements (IERs) and networks.

f. Ensures that all electronic workflow packages for submission to the different stakeholders are correctly completed (markings, formatting, numbering, etc.) and all relevant documents are attached.

g. Ensures all relevant data to workflow packages are available for LIM Branch.

h. Coordinate with the OPRs to get all the information needed.

i. Maintains a repository of all Bi-SC, ACO and JSEC publications and forms within the LIM Branch.

j. Provides advice to all LIM staff to ensure their products are prepared in accordance with ACO directions and guidance.

k. Facilitates the establishment of knowledge networks, sources and custodians, including collaborative relationships among communities of interest and external knowledge sources.

l. Acts as CIS POC for the Branch.

3. Special Requirements

a. The incumbent 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.

b. The incumbent may be required to undertake deployments in support of military operations and exercises, and/or TDY (temporary duty) assignments, both within and without NATO boundaries. Such operational deployment may exceed 30 days duration up to 183 days in any period of 547 days, and may be on short notice. For NATO International Civilian Staff, acceptance of an employment contract linked to this post constitutes agreement to deploy in excess of 30 days if required.

4. Essential Qualifications

a. Professional Experience

This role requires proven experience in Analytics.

This role requires expertise in data analysis and data management to identify, organise and interpret data from a range of internal and external sources, enabling informed business decision-making. It includes analysing complex and high-volume data, ensuring data quality and governance, and transforming data into meaningful insights that support operational and strategic objectives. The role also requires evaluating data requirements, recommending appropriate analytical approaches and data management practices, and contributing to the development of organisational standards, policies and continuous improvement initiatives.

b. Education/Training

Higher Secondary education and intermediate vocational training in information technology, economics, statistics, operational research or related discipline which might lead to a formal qualification with 2 years’ experience, or Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 4 years post related experience.

The additional job specific qualifications and experience are described under Professional Experience paragraph. In case of ambiguity the required job specific experience has priority over the standard education and training levels and experience described here.

c. Language

a) English - SLP 3333 - (Listening, Speaking, Reading and Writing)

NOTE: The work both oral and written in this post and in this Headquarters as a whole is conducted mainly in English.

5. Desirable Qualifications

a. Professional Experience

The incumbent should have experience with Information technology, economics, statistics or operational research.

b. Education/Training

Any further training certificates and courses related to subject field or acquired through NATO (e.g.: NATO Orientation Course, LOGFAS Fundamentals and Data Operator Course);

6. Attributes/Competencies

a. Personal Attributes

The duties require clarity of thought, sound consistent judgement, good interpersonal and communication skills. Synchronization of nations and NATO entities often requires a creative approach to bridge the challenge of understanding. The incumbent must possess creativity and originality, and ability to deal with projects with confidentiality. Must be a mature articulate individual possessing tact and sound judgment. Must be able to work with limited or no supervision taking due and appropriate notes and guidance from established NATO/ACO/SHAPE documents.

b. Professional Contacts

Regular professional contacts with the representatives of the HQ, NATO entities, the NATO nations and other NATO Agencies and Bodies in order to coordination and delivery LIM products.

c. Contribution to Objectives

As the SME Logistics Information Management Branch, the incumbent contributes to deep understanding regarding processes coordinating and synchronizing the deployment, rotation and redeployment of forces from logistics perspective in order to provide effective, efficient enablement at scale of SACEUR’s AOR in wartime, crisis and peacetime.

7. Contract

a. Serving NATO International Civilian staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.

b. In accordance with current policy, newly recruited staff will be offered a three-year contract which may be extended, subject to a satisfactory recommendation, to an indefinite duration contract.

c. Salary/Benefits: The salary is tax free including (where eligible) expatriation, family and children's allowances and additional privileges for expatriate staff; Education allowance for children (where appropriate) and an excellent private health insurance scheme; Generous annual leave and home leave (if eligible); Retirement Pension Plan.

8. Notes for Candidates

a. Applications must be submitted using the e-recruitment system. Applications and other documents will not be reviewed if sent through other formats (including email, social network, etc). Candidates should particularly note: When completing the application form using NATO Talent Acquisition Platform, you are able to add attachments. Only attachments specifically asked for as part of the application process will be considered.

b. Particular attention should be given to Education and Experience section of your application form, which should be populated with details of your career to date and educational achievements and certifications as they relate to your application.

c. All pre-screening questions should be answered completely. Expressions such as: “please see attached CV, please see annex, please see enclosed document, etc” are not acceptable.

d. Before you apply, we encourage you to watch this video providing 6 tips to prepare you for your application and recruitment process. Do you have questions on the application process in the system and not sure how to proceed? This video contains the information you need to successfully submit your application on time.

e. After review of your online application, successful candidates will usually be asked to complete a pre-recorded video interview. Shortlisted candidates will then be invited to the final assessments.

f. Appointment will be subject to receipt of a security clearance, approval of the candidate’s medical file by the NATO Medical Adviser, verification of the academic background and work experience.

g. 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.

h. The candidature of NATO redundant staff at grade G10 will be considered with priority.

i. NATO will not accept any phase of the recruitment and selection prepared, in whole or in part, by means of generative artificial-intelligence (AI) tools, including and without limitation to chatbots, such as Chat Generative Pre-trained Transformer (Chat GPT), or other language generating 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 generative or creative AI applications may be rejected without further consideration at NATO’s sole discretion, and NATO reserves the right to take further steps in such cases as appropriate.

9. Additional information

a. About Ulm: Ulm distinguishes itself as one of Germany's most livable cities by seamlessly blending a high-tech professional landscape with an exceptional quality of life. As a major innovation hub home to the "Science Park," it is known for its academic and business ecosystem in biotech and AI, while its strategic importance is further underscored by the presence of the NATO Joint Support and Enabling Command (JSEC). Stationed at the Wilhelmsburg Barracks, JSEC serves as a vital multinational headquarters responsible for the rapid movement and sustainability of forces across Europe, reinforcing Ulm’s role as a key "hub" in continental security. This global significance is balanced by a convenient "15-minute city" infrastructure that ensures almost everything is accessible by public transport, foot, bike, or a short car ride. Residents enjoy a unique harmony between the charm of the historic city center and the natural beauty of the Danube, all while benefiting from a safe, clean environment, excellent healthcare infrastructure and high-speed connections to major cities like Munich or Stuttgart.

b. 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.

c. 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 along with documented medical evidence to support your request.

d. All JSEC personnel are expected to conduct themselves in accordance with the current NATO Code of Conduct as agreed by the North Atlantic Council (NAC), and thus display the core values of integrity, impartiality, loyalty, accountability, and professionalism.

e. Due to the broad interest in HQ JSEC and the large number of potential candidates, telephone or email enquiries cannot be dealt with.

f. For more information on JSEC, please visit our website.

g. This vacancy will be closed on 30 August 2026, at 11:59:00 PM (CET)