SUMMARY
Under the direction of the Head of NSPO CHO, and the supervision of the Senior Governance Officer
(Multinational Programmes), the incumbent works in support of the NATO Airlift Management (NAM)
Programme and the Strategic Airlift Capability (SAC) Boards and Committees and is responsible for NSPO and
specifically SAC/NAM governance matters and for executing secretariat and administrative tasks in support of
the Boards and their subordinate bodies. More specifically, the incumbent will liaise with the Chairpersons, the
Vice Chairpersons, and the Representatives of the SAC Steering Board, the NAM Programme Board and their
subordinate bodies as required.

RESPONSIBILITIES
a. NSPO and specifically SAC/NAM governance matters:
 providing context analysis and advice to the Senior Governance Officer (Multinational Programmes)
related to the SAC/NAM Programme governance matters;
 assisting the Senior Governance Officer (Multinational Programmes) in liaising with key stakeholders
of the SAC/NAM Programme (Chairpersons, Nations, senior management at NAM PO and the HAW);
 assisting in developing guidelines for the format, accuracy and quality of documents submitted to the
SAC/NAM Programme Boards and their subordinate bodies;
 assisting in the preparation of updates of documents related to Programme Board governance
procedures, such as Terms of References and policy documents;

 maintaining the index of the SAC/NAM Programme Governance Documents.
b. Secretariat tasks in support of the SAC Steering Board, the NAM Programme Board and their related
subordinate bodies:
 producing initial drafts of:
 agendas for meetings of the SAC SB/NAM PB and their subordinate bodies, in consultation with
NSPA and particularly the NAM Programme Office and the Heavy Airlift Wing (HAW);

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 cover-notes for documents, setting out the subject matter background, any necessary information
not included in the accompanying documents, and actions to be taken;
 decision sheets and table of decisions (meeting records), assuring that they accurately reflect the
decisions, agreements and understandings;
 SAC SB and NAM PB Chairpersons’ correspondence and speaking notes and remarks for
meetings and social events;
 appropriate tools to track progress on implementation of SAC SB/NAM PB decisions;
 assisting the SAC SB and the NAM PB and their subordinate bodies by undertaking administrative
actions in support of the SAC/NAM national representatives and NSPA (NAM Programme Office) staff
by responding to queries to ensure procedures are observed;
 ensuring timely and accurate input and distribution of all documents related to meetings of the SAC
SB/NAM PB and their subordinate bodies and providing related administrative tasks support;
 preparing standard cover notes and Action Sheets;
 maintaining filing systems, managing the e-portal (SUPDOC), screening and distributing incoming
correspondence, proofreading and ensuring the correct referencing and format of outgoing
correspondence, maintaining an effective follow-up;
 maintaining the meetings calendar of the SAC/NAM Chairpersons, coordinating meetings and making
appointments as required;
 organising and providing support for meetings conducted either in person or hybrid format (VTC),
coordinating and executing necessary administrative actions in preparation of and during these
meetings;
 providing general support for the organization of social events related to the SAC and NAM
Programmes for official visits and occasions;
 preparing Travel on Duty (TDY) requests, making travel arrangements including setting up of meeting
schedules, and traveling on official duty as required;
 monitoring NSPO CHO expenditures related to NAM Programme activities, and working in close
coordination with the NSPO Budget Fund Manager on the administration of the budget;
 serving as the Secretary of the SAC Personnel Conference (consulting with the Chairperson/
preparation of documents/ administrative support/ drafting of decision sheet) in case of absence of the
Senior Governance Officer.
 Deputizing secretariat functions in case of absence of the Senior Governance Officer, as required.
c. Executing any other related duties, as required.
COMPETENCIES
The incumbent will demonstrate the following competencies:
 highly developed sense of responsibility, ability to work with minimum supervision, to be self-motivated
and to organise work under stress and tight deadlines;
 personal integrity and high ethical standards;
 excellent written and verbal communication skills;
 excellent time management skills and the ability to prioritise work;
 developed sense of human relations and diplomacy with the ability to deal with tact and understanding
with persons at all levels and of different nationalities;
 absolute discretion and good judgment are required;
 customer Service Orientation;
 teamwork;
 clarity, accuracy and attention to detail.

QUALIFICATIONS AND EXPERIENCE

Essential
The incumbent must have:
 successfully completed education to the higher secondary level;
 Minimum five (5) years’ experience in general administration, preferably in an international
environment;
 proven abilities in assisting with the organisation and support of international meetings:
 excellent knowledge of information systems at end-user level with experience in using personal
computers and software packages with proficiency in Microsoft Office Suite (especially Word, Excel
and PowerPoint) and Adobe Acrobat.
Desirable
The following would be considered an asset:
 experience in providing Secretariat support to high-level committees in an international and
multicultural organisation;
 familiarity with political and protocol issues within NATO.
LANGUAGE QUALIFICATIONS
NATO’s two official languages are English and French. The work of this post is mainly conducted in English,
therefore fluency in that language is essential and working knowledge of French is desirable.