Assistant, Records Management

NATO - North Atlantic Treaty Organisation

Job Description - Assistant, Records Management (1 post + reserve List) (261452)

Assistant, Records Management (1 post + reserve List) - 261452

Primary Location

NATO Body

NATO International Staff (NATO IS)

Schedule

Full-time

Application Deadline

04-Oct-2026, 9:59:00 PM

Salary (Pay Basis)

Grade NATO Grade G8-G10

Description

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 othe