Staff Assistant (Project and Office Coordination)

The Staff Assistant supports the Operations Directorate by coordinating the Maven Smart System (MSS) implementation and facilitating collaboration among stakeholders. The role involves office administration, scheduling, event organization, and coordination with various NATO entities to ensure timely delivery of project milestones and compliance with security regulations.

Responsibilities

• Facilitate coordination and collaboration among MSS stakeholders within SHAPE and across the NATO Enterprise.
• Manage in-processing and orientation of diverse workforce required for MSS delivery in compliance with NATO security regulations.
• Schedule appointments, meetings, and travel arrangements for MSS staff, coordinating across time zones and with international partners.
• Administer and maintain a well-organised and efficient office environment, managing supplies and equipment.
• Coordinate with NATO Travel for arranging travel itineraries, accommodations, and paperwork for task force personnel.
• Organise meetings, conferences, and other events including logistical arrangements, catering, and preparing printed materials.
• Assume other Divisional security and financial tasks as required.
• Perform similar duties elsewhere within the organisation as directed.
• Undertake TDY assignments and work unsocial hours as needed.

Requirements

• Proven experience in stakeholder co-ordination, preferably with Host Nation Agencies, ensuring timely delivery of project milestones and full compliance.
• Competency in administrative and office work including knowledge of office administrative procedures and practices (e.g., TT+, EDMS, NIP and SharePoint).
• Experience facilitating events attended by high-level officials, managing operational activities and delivering projects in complex political and military environments and/or international organizations.
• 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.
• English language proficiency at SLP 3333 level (Listening, Speaking, Reading and Writing).
• Desirable: Thorough understanding of NATO HQ, SHAPE Command Structure or similar international or military environment and related business processes.
• Desirable: Empathy, emotional intelligence and excellent communication skills with the ability to build collaborative, trust-based relationships.
• Flexibility to work outside normal office hours in response to crises and urgent requirements.
• Initiative, original thought, and ability to work as a team player.
• Ability to work closely with military and civilian staff within SHAPE and other NATO bodies, tailoring messages to diverse audiences with tact and good judgement.
• Willingness to undertake TDY assignments both within and without NATO’s boundaries and work unsocial hours.

Skills

• Stakeholder Coordination
• Project Milestone Delivery
• Office Management
• TT+
• EDMS
• NIP
• SharePoint Development
• Event Facilitation
• Operational Activity Management
• Project Management
• Management Information Systems
• Accounting
• Economics
• Finance
• Business Administration
• Public Administration
• Operations Research
• NATO Command Structure Knowledge
• Communications Skills
• Collaboration
• Crisis Response
• TDY Assignments

Languages

English