Staff Assistant

NATO - North Atlantic Treaty Organisation

Job Description - Staff Assistant (Project and Office Coordination) (261427)

Staff Assistant (Project and Office Coordination) - 261427

Primary Location

NATO Body

Schedule

Full-time

Application Deadline

17-Sep-2026, 9:59:00 PM

Salary (Pay Basis)

Grade NATO Grade G8

Description

1. Post Context

Supreme Headquarters Allied Powers Europe (SHAPE) provides an integrated Strategic Effects framework, employing a multi-domain and multi-region focus to create a 360-degree approach, with the flexibility to enable, upon direction, a seamless transition from Baseline Activities and Current Operations (BACO) up to the Maximum Level of Effort (MLE). SHAPE supports SACEUR in fulfilling his terms of reference, as directed by the North Atlantic Council.

The Staff Assistant (Project and Office Coordination) supports the Operations Directorate by enabling the ongoing development and implementation of the Maven Smart System (MSS). This structure provides delivery-level coordination and engagement with NCIA, Palantir Technologies, and external stakeholders. It also coordinates cross-cutting issues at the ACOS level to facilitate MSS implementation across Allied Command Operations (ACO). This structure also oversees SACEUR’s Strategic Warfighting Readiness Dashboard Programme of Work in coordination with NCIA.

2. Principal Duties

The incumbent's duties are:

• - Facilitating coordination and collaboration among MSS stakeholders within SHAPE and across the NATO Enterprise.
• - Managing in-processing and orientation of diverse workforce that are required for the timely delivery of MSS, in full compliance with existing NATO security regulations
• - Scheduling appointments, meetings, and travel arrangements for MSS staff. This often requires coordinating across different time zones and potentially with international partners.
• - Administrating and maintaining a well-organised and efficient office environment. This includes managing supplies, equipment, and ensuring the smooth operation of the office.
• - Coordinate with NATO Travel for arranging travel itineraries, accommodations, and pertinent paperwork for task force personnel.
• - Organising meetings, conferences, and other events, including logistical arrangements, catering, and preparing printed materials.
• - Assuming other Divisional security and financial tasks as required.

3. Special Requirements and Additional Duties

• - The employee 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
• - The incumbent may be required to perform like duties elsewhere within the organisation as directed
• - The incumbent may be required to undertake TDY assignments both within and without NATO’s boundaries and be willing to work unsocial hours.
• The work is normally performed in a Normal NATO office working environment.
• Normal Working Conditions apply.
• The risk of injury is categorised as No risk / risk might increase when deployed.

4. Essential Qualifications

a. Professional/Experience

• - Proven experience in stakeholder co-ordination, preferably but not limited to, Host Nation Agencies, ensuring timely delivery of project milestones and full compliance;
• - Administrative and office work related competency that would include knowledge of office administrative procedures and practices (e.g., TT+, EDMS, NIP and sharepoint, etc);
• - Experience facilitating events attended by high-level officials, managing operational activities and delivering projects in complex political and military environments and/or international organizations.

b. Education/Training

Secondary education and basic training in management information systems, accounting, economics, finance, business administration, public administration, operations research, project management or related discipline for specific task related skills, with 2 years experience.

In case of ambiguity the required job specific experience have priority over the standard education and training levels described here.

c. Language

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

5. Desirable Qualifications

a. Professional Experience

• - Demonstrate a thorough understanding of the NATO HQ, SHAPE Command Structure or similar international or military environment and related business processes and demonstrate the capability to work effectively within this environment.
• - Empathy, emotional intelligence and excellent communication skills with the ability to build collaborative, trust-based relationships.

6. Attributes/Competencies

• The flexib