Political Assistant

il y a 2 semaines

Bruxelles, Région de Bruxelles, Belgique US Mission to NATO Temps plein

Hiring Path:

  • Open to the public

Who May Apply/Clarification From the Agency:
For USEFM - FP is 08. Actual FP salary determined by Washington D.C.
U.S. Citizens, U.S. Eligible Family Members (USEFMs) - All Agencies

Exception to post policy:
Inbound USEFM applicants DO NOT have to wait until they are within 90 days of arriving at post to apply

Security Clearance Required:
Secret/Confidential Clearance

Appointment Type

Temporary

Appointment Type Details:
Definite Not to Exceed 5 years. (FMA) Definite Not to Exceed 1 year. (PSA)

Marketing Statement:
We encourage you to read and understand the Eight (8) Qualities of Overseas Employees before you apply.

Summary:


The work schedule for this position is full-time - 40 hours per week (FMA and PSA), 38 hours per week (LES).


Supervisory Position:
No

Relocation Expenses Reimbursed:
No

Travel Required:
Not Required

Duties:

Provides administrative support to the Political Section, one of the largest and busiest work units in the U.S. Mission to NATO (USNATO).

Visitor Support

  • Supports a large number of visitors to NATO and to the U.S. Mission to NATO. Coordinates hotel reservations; arranges for NATO badges and Mission access for individual visitors in accordance with the Visitor Access Policy; enters and tracks all visitors' information using Visitor Access Requests in myServices; approves the eCountry Clearance (eCC) for each visitor if appropriate; and helps prepare transportation itineraries for highranking visitors. Works closely with USNATO's Operations Office, Brussels hotel reservations team and security office on the above duties.
  • Requests ClassNet and office space access in advance of visitors' arrival; supports visits in progress, and is available to troubleshoot problems that may arise throughout the visit.


Provides a weekly visitors list to the Front Office and RSO, updates the Political Section on upcoming visitors during staff meetings, and maintains a customized spreadsheet summarizing visit activity on the Political Section SharePoint site, to include visit schedules.


Office/Meeting Management, and OMS Support

  • Assists with arranging meetings for Political Section officers, including reserving adequate internal and external meeting space, working with the Operations Team; prepares invitations; ensures that protocol and security requirements are complied with; greets and escorts visitors.
  • Assists with the development of office procedures to ensure effective and efficient operations with regard to administrative and clerical work.
  • Serves as emergency backup to the two Political Section Office Management Specialists (OMSs)
  • Manages the Political Section gratuities program; ensures that up to 300 interlocutors from other delegations receive gratuities on a timely basis during the holiday season.

Document Management

  • Uses the NATOspecific document management and transmission system, Athena, to search for, assemble, summarize, and distribute information and documents to Political Section officers, and, as appropriate, to visitors. Flags documents that may be important to the Section.
  • As required, coordinates timesensitive document transfer to ClassNet through USNATO Registry team; monitors Athena system for newlyreleased items, tracking that those documents are transferred in a timely way.
  • Responds to questions about Athena documents and committee schedules; provides training to officers on basic use and key features of Athena.
  • Maintains internal records and files, as appropriate, including on the section's SharePoint Team Site.

Major Events Support

  • Works with overall control officer on every facet of planning for the major annual Political-Military Officers' Conference; involved in selecting a date; preparing a budget for higherlevel approval; identifying and securing sufficient hotel accommodations; coordinating internal and external event and conference spaces with 50+ attendees.
  • Available throughout the conference for special requests, meeting logistics and escort duties.
  • With control officer and Deputy Political Counselor, prepares lessons learned for subsequent events based on participant feedback and observations.
  • Supports large Congressional Delegations for annual NATO Parliamentary Assembly and ad hoc visits.
  • Supports NATO Ministerials, offering assistance to the control officers and OMSs on any issue that may arise.

Correspondence Management

  • Assists the OMSs with preparing travel orders, personnel actions, NATO Comment Letters, time and attendance, and other types of documentation as needed.

Qualifications and Evaluations:

  • Requirements:

EXPERIENCE:
One year of experience with administrative work, especially organizing meetings and conferences.

JOB KNOWLEDGE:

Knowledge of how the section functions in the broader context of the Mission; awareness of officers' portfolios, responsibilities, priorities, and goals.

Ability to perform recurring and specia

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