Airc2 Lifecycle Governance Secretariat
il y a 3 semaines
**1. SUMMARY**
In order to perform the lifecycle governance over the systems enabling the NATO’s Air Command and Control (AirC2) Capability, a Lifecycle Systems Support Committee (LSSC) and a Lifecycle Configuration Control Board (LCCB) have been established.
Those committees are supported by an independent and permanent secretariat, the AirC2 Lifecycle Governance Secretariat (AirC2 LGS) attached to the International Staff and funded from the ACO Support to NATINAMDS budget.
- The Assistant of the AirC2 LGS is responsible to the AirC2 LGS Secretary to handle efficiently duties of an administrative and organisational nature in support of the committees and their subordinate bodies. In particular, the incumbent manages the flow of tasks and information within the secretariat such as processing all incoming and outgoing documents or correspondence, ensuring the timely meeting of deadlines and maintaining well-structured files as well as an effective tracking of pending actions within the secretariat.
**2. QUALIFICATIONS AND EXPERIENCE**
**ESSENTIAL**
- The incumbent must:
- have a good general education at least to higher secondary level;-
- have at least 4 years' experience of administrative and/or organisational duties;-
- possess experience in organising meetings/conferences;have good professional drafting and editing skills in at least one of the official NATO languages;-
- possess the following minimum levels of NATO’s official languages: (English/French): V (“Advanced”) in one; and II (“Elementary”) in the other;-
- be flexible to work outside normal office hours, when requested.**DESIRABLE**
- The following would be considered an advantage:
- have a good understanding of the NATO environment, structures, practices, and procedures;-
- have experience working with NATO Committees;-
- be familiar with Information Knowledge Management systems and tools;-
- have working experience in an international organisation.**3. MAIN ACCOUNTABILITIES**
**Planning and Execution**
- Assist the Secretary of the AirC2 LGS with the planning and administration of Committee meetings. In coordination with relevant stakeholders including NATO Headquarters Conference Services, plan the scheduling of, and book meetings for supported committees and subordinate bodies meetings. Develop and publish related calling notices. Ensure that the Committee Web portal space (NACC portal) is properly kept up to date with upcoming meetings and related documents. Organise own workload to ensure the accurate and timely execution of duties.
**Information Management**
- Manage Committee documents related to the LSSC and LCCB. Develop templates, finalise documents, distribute documents and ensure correct storage of documents. Help maintain and, as necessary, improve the relevant Committees sites. Answer enquiries and incoming calls. Draft memoranda and cover letters to documents. Type and format all kinds of documents using the standard software packages used by NATO (Word, Excel, PowerPoint, SharePoint). Oversee the information flow into and out of the Secretariat, including retrieving and organising correspondence/documents (including classified information) and distribute accordingly. Maintain an effective follow-up and/or reminder system for pending actions within the Committees.
**Knowledge Management**
- Collect, categorise, and track relevant information required for various tasks and projects. Maintain well-structured filing systems.
**Stakeholder Management**
- Liaise with points of contact to ensure efficiency in daily management of workload and processes. Be the point of contact for initial requests of various natures.
**Expertise Development**
- Proactively develop skills in areas such as planning and organising, new technology, languages and effective communication. Liaise with other Assistants to leverage knowledge.
**Organizational Efficiencies**
- Contribute to the identification of opportunities and provide constructive suggestions to improve office procedures. Find ways to be faster, better and more effective in managing information and using office tools.
- Perform any other related duty as assigned.
**4. INTERRELATIONSHIPS**
The incumbent reports to the AirC2 LGS Secretary and works closely with other Staff Officers and Assistants in the execution of Committee Coordination and document management. S/he deals with Committee representatives of Delegations and Committee participants and therefore s/he must demonstrate a keen sense of judgement and responsibility. The incumbent’s line manager will be the AirC2 LGS Secretary and s/he will be located within DI Division, NATO HQ.
- Direct reports: N/a
- Indirect reports: N/a.
**5. COMPETENCIES**
- The incumbent must demonstrate:
- Achievement: Works to meet the standards;-
- Customer Service Orientation: Takes personal responsibility for correcting problems;
- Empathy: Listens actively;-
- Flexibility: Accepts the need for flexibility;-
- Organisational Aware
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