Assistant, Protocol
il y a 2 semaines
**PENDING BUDGET APPROVAL**
**1. SUMMARY**
As part of the Office of the Secretary General, NATO’s Council Secretariat provides support and advice to the NATO Secretary General and the North Atlantic Council as well as to individual Allies and Partners, on a very broad array of issues and activities. The Secretariat is organised in three functional areas: Protocol and Events, Council Support and Committee Coordination. The Protocol and Events team manages the organisational and protocol aspects of all incoming visits to, and outgoing visits of, the Secretary General and the Deputy Secretary General. They also ensure the successful organization of all major events, such as trips of the North Atlantic Council, Ministerial and Summit level meetings both at NATO HQ and abroad.
The incumbent forms part of the Protocol & Events team, which reports to the Head, Protocol & Events. The primary responsibility of the incumbent is to provide support to the Head of the team in the organisation, coordination and conduct of Summits and Ministerial meetings at NATO HQ and abroad. S/he also handles the protocol, organisational and logístical aspects for visits of the North Atlantic Council and other bodies at Ambassadorial level and above and is responsible for other administrative tasks in support of the Protocol section as required.
When required, s/he liaises with the Private Office of the Secretary General and Divisions of the International Staff to coordinate and manage all visits, at Ambassadorial and higher level, to the Secretary General and the Deputy Secretary General and handles the organisational and protocol aspects of any other activities managed by the Protocol and Events Team.
S/he carries out other Council Secretariat tasks as required, including but not limited to the use of on-line support tools such as the Events Management System (EMS), the protocol database and the ERP.
**2. QUALIFICATIONS **AND **EXPERIENCE**
**ESSENTIAL**
The incumbent must:
- Possess higher secondary education qualification with 4 years post-related experience, OR
upper vocational training/ post-secondary degree in a discipline relevant for this position with 2 years post-related experience in administrative, organisational work related to protocol and/or events;
- have knowledge of protocol rules and procedures;
- possess relevant experience in organizing high level conferences and events;
- be able to demonstrate a strong attention to details;
- have excellent interpersonal and communication skills, both oral and written;
- have in-depth working knowledge of ICT systems, modern office equipment, current office software packages (Outlook and Word);
- possess the following minimum levels of NATO's official languages (English/French) V (“Advanced”) in one; and II (“Elementary”) in the other;
- be available to work outside working hours, if and when required;
- be flexible and willing to travel occasionally.
**DESIRABLE**
The following would be considered an advantage:
- higher lever of the NATO’s second official language;
- knowledge of NATO protocol procedures and practices;
- experience in an international political organization, a national administration or the armed forces.
**3. **MAIN **ACCOUNTABILITIES**
**Project Management**
Under supervision of the Head, Protocol and Events, oversee the preparation and execution of projects. As such, assist in the preparation of Summits and Ministerial meetings, and provide specialist input with regards to logístical and protocol requirements. Planning and organisation of the logístical and protocol aspects of meetings, events and visits at NATO HQ and abroad involving the Secretary General and the Deputy Secretary General, the North Atlantic Council and other bodies at Ambassadorial level and above. Working closely with functional representatives of Delegations, as well as relevant Divisions of the International Staff (IS), the International Military Staff (IMS) and other stakeholder as appropriate. Assist, as necessary, with other tasks within the protocol team and with the meetings of the North Atlantic Council. Organise own workload to ensure the accurate and timely execution of duties.
**Information Management**
Answer enquiries and incoming calls. Draft Administrative Notes, programmes and memos for high-level events. Oversee the paper flow into and out of the office including retrieving and organising correspondence/documents (including classified information). Input and extract information from the protocol database, the ERP and the EMS. Maintain an effective follow-up and/or reminder system for pending actions within the protocol team.
**Knowledge Management**
Collect, categorise, track and control relevant information required for various tasks and projects. Make use of the support tools for events and meetings, and assist other users on their functionality and providing content support. Ensure that upper management in CONSEC is continually made aw
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