Staff Assistant (Protocol Operations Coordination)

Post Context

Headquarters Allied Joint Force Command Norfolk (JFCNF) provides a resilient, static Joint headquarters to plan, prepare and conduct operations across all domains in peacetime, crisis and conflict, in order to support NATO’s three core tasks, at the Joint Operational level, as directed by SACEUR.

The Management Directorate is responsible for the integration, coordination and implementation of services and activities to support, facilitate and contribute to the full JFCNF mission spectrum. The Directorate advises and assists the COS on the implementation of policy and related issues.

The Protocol Branch is responsible for the management and execution of international protocol, VIP visits to the JFCNF CG, group visits with pan HQ activities, and conferences, ceremonial and other CG functions. It liaises with counterparts as required for inbound and outbound visits.

The incumbent coordinates protocol related visits and conference room support services.

Principal Duties:

a. Assists in all protocol tasks during planning, preparation and execution.
b. Develops and maintains a Command Group Database which includes key military, political and social contact information and visitor lists
with correct name/title/address/contact information for official functions.
c. Deals with security related issues in regards of visitor's lists in house and deployed, keeps track of VIP badges from HQ Security.
d. Escorts visitors on request.
e. Returns money receipts to J8 coming from the collection of conference fees during high level conferences and exercises.
f. Co-ordinates conference room support services.
g. Provides routine admin support in the main Protocol Office by maintaining correspondence and message files in accordance with in place
regulations.
h. Drafts military and non-military correspondence messages, orders, recurring and special reports, requisitions, forms, regulations/directives
and related documents.
i. Is the main operator handling the computer based unclassified invitation management tool.
j. Works as part of a project team or being a member of a working group as directed.

Essential Qualifications / Experience:

- Secondary education and basic training for specific task related skills, with 2 years experience.
- 3 year professional experience in a clerical/administrative role in a Protocol or equivalent office setting.
- Experience in a conference-support function, including operation of an audio-visual support system.
- Previous experience in a military headquarters or international organisation.

Language - English - SLP 3322 - (Listening, Speaking, Reading and Writing)

Desirable Qualifications / Experience:
- Management and Administrative Services.
- Information Management.
- Records and Document Management.
- Experience in maintaining records and correspondence.

Personal Attributes: Inter-personal sensitivity, diplomacy, courtesy and tact along with good communication skills are essential for interaction at all levels, within and without the organisation. Fluency and clarity of expression, both oral and written, characterizes the incumbent. In addition to integrity, flexibility and discretion, the incumbent must possess commitment.

Professional Contacts: Executes duties and functions requiring frequent internal and external high-level contacts including co-ordination with senior military staff. The incumbent deals with a variety of military staff, national elements of all countries represented at HQ JFC involved in exercises, conferences, etc. Interacts with national representatives from higher HQs and subordinate Commands. Keeps regular contact with NATO authorities involved in protocol management, with Host Nation agencies and civil companies. Interacts on a daily basis
with senior officers.

Contribution To Objectives: The incumbent contributes to effective and efficient people management, participating in high-level visits, conferences and exercises. Performance may have an impact on the image of the headquarters.
Security Clearance - The successful applicant will be required to apply for and receive a NATO SECRET Security Clearance prior to final confirmation of contract and commencement of employment.

Contract - Serving NATO International Civilian staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.  Newly recruited staff will be offered a three-year definite duration contract.

Notes for Candidates - The JFC Norfolk Career Site gives full details on the eligibility criteria and application processes to be adopted by all candidates.  However, candidates should particularly note: Please answer each of the pre-screening questions completely in English. Expressions such as: “please see attached CV, please see annex, please see enclosed document, etc” are not acceptable; this is a cause of immediate rejection of the application. Particular attention should be given to Education and Experience section of your application form, which should be populated with details of your career to date and educational achievements and certifications as they relate to your application.

The candidature of NATO redundant staff at grade G8 will be considered with priority.

NATO will not accept any phase of the recruitment and selection prepared, in whole or in part, by means of generative artificial-intelligence (AI) tools, including and without limitation to chatbots, such as Chat Generative Pre-trained Transformer (Chat GPT), or other language generating tools. NATO reserves the right to screen applications to identify the use of such tools. All applications prepared, in whole or in part, by means of such generative or creative AI applications may be rejected without further consideration at NATO’s sole discretion, and NATO reserves the right to take further steps in such cases as appropriate.

NATO is committed to diversity and inclusion, and strives to provide equal access to employment, advancement and retention, independent of gender, age, nationality, ethnic origin, religion or belief, cultural background, sexual orientation, and disability. NATO welcomes applications of nationals from all member Nations and strongly encourages women to apply.