Staff Assistant (Command and Coordination) - Temporary Hire

Position Overview

This is a temporary position subject to taxation in accordance with applicable laws of the host nation.

Responsibilities

• Operating all types of standard office equipment, including PC-based applications on classified and unclassified systems using a full suite of professional office software;
• Preparing and typing correspondence, memoranda, letters, reports, talking papers, briefings and other forms of correspondence from draft;
• Drafting correspondence from oral instructions or written notes;
• Reviewing correspondence requiring signature for proper format and grammar;
• Taking, preparing, coordinating and distributing minutes of lengthy and technically complex meetings and conferences;
• Reviewing, processing and routing of all command group incoming and outgoing mail including faxes, local and external e-mail;
• Preparing visual aids and graphics presentations for Commander/Deputy Commander;
• Responding to telephones and visitors' information and managing messages received;
• Maintaining/coordinating the Wing Commander's and the Deputy Commander's schedules and appointments, collecting and maintaining schedules of Operations Wing Key Personnel;
• Maintaining, monitoring command group suspenses, appointments and schedules and ensuring the awareness of concerned staff members;
• Monitoring action items of the Wing Commander's meetings; liaising with Squadron Commanders, Operations Wing Division Chiefs, their staff or other key/managerial personnel on open action items;
• Maintaining Operations Wing command group filing system, filing, and retrieving documents;
• Collecting information, researching issues, compiling and preparing statistical information as directed;
• Coordinating visit arrangements for VIPs, performing protocol related duties, attending to military visitors, dignitaries, and other guests;
• Making travel arrangements and preparing itineraries and travel orders;
• Monitoring the status of the Operations Wing portion of the annual Operations & Support (O&S) Budget, assisting in the development of the Operations Wing budget plan, issuing authorization for payments, and advising the Commander on the budget issues;
• Managing Operations Wing budget, including budget estimates, drafting of the budget plan, monitoring expenditures, issuing authorization for payments, and advising Commander on the budget issues;
• Act as Component Contracting Officer Technical Requirements (COTR) and manages the Operations Wing portion of related contracts;
• Managing the NATO Medal and award/recognition programme including the coordination of Wing submissions for NATO Medals, mission patches and other awards/recognitions;
• Controlling Operations Wing Esprit de Corps funds;
• Overseeing and coordinating, in general terms, the operation of the Operations Wing Orderly Room;
• Advising the Wing Commander/Deputy Commander in all matters concerning intra-component liaison and communication;
• Providing unofficial language translation support (English/German).

Required Qualifications

• Good working knowledge of office management procedures and administrative principles acquired through at least 3 years related, current professional experience;
• Higher Secondary education and intermediate vocational training which might lead to a formal qualification with 2 years experience, or Secondary education and completed advanced vocational training leading to a professional qualification or professional accreditation with 4 years post related experience;
• Working knowledge of Automatic Data Processing (ADP) systems;
• A good command of English and German both written and spoken.

Preferred Qualifications

• Previous NATO assignment;
• Experience working in an international/military environment;
• Previous professional experience as a secretary at executive management level;
• Familiarity with NATO administrative principles and procedures;
• Skilled in English punctuation and grammar;
• Completed advanced vocational training in an administrative/clerical field.

Key Skills

• Excellent judgement and organizational abilities;
• Considerable discretion, tact and diplomacy;
• Versatility, as the job covers a wide variety of functions;
• Ability to work methodically and accurately.

Team

The Operations Wing is responsible for the effective delivery of all flight operations to include scheduling, planning, execution and control, and safety. Operations Wing is responsible for planning and delivery of Combat Ready qualification and continuation training of aircrews.

Salary & Benefits

Salary values indicated in this vacancy notice are based on NATO's Single Salary Spine scale and are subject to taxation. Insurance for temporary personnel is provided by participation in the national social security system of the host country.

Contract

The successful candidate will fill this post as a temporary hire and will be offered a limited duration contract of six months. In accordance with NATO Civilian Personnel Regulations, temporary staff may not be employed more than six months for the same assignment; however, if later required, contracts may be extended for another period of up to six months.