SUMMARY
Under the direction of the Head of NSPO CHO, the incumbent is responsible for executing corporate
governance support tasks in support of the NSPO Agency Supervisory Board (ASB) and its subordinate bodies,
and for establishing and maintaining an electronic documentation management system for referencing, filing
and archiving all NSPO documentation. The incumbent will liaise with the NATO Support and Procurement
Agency (NSPA) personnel, including the General Manager’s Office, Senior Agency staff officers and
administrative support staff, national representatives, NATO Military Authorities (NMA) representatives and
International Staff (IS).

RESPONSIBILITIES
a. NSPO Governance matters:
 preparing initial draft NSPO cover notes for the NSPO ASB and its related subordinate bodies
documents, setting out the related subject matter background, references and action to be taken;
 tracking the status of documents submitted under silence procedure and drafting Action Sheets
accordingly;
 supporting the national representatives and NSPA staff by responding to queries of an administrative
nature;
 editing, proofreading and preparing for publication, in electronic format, current versions of the ASB
approved NSPO governance documents;
 preparing translations for simple/standard cover notes and Action Sheets;
 serving as the custodian of the procedures for indexing and formatting NSPO documents and for the
use of consistent terminology therein;
 liaising with NSPA personnel, including the General Manager’s Office and NSPA Headquarters staff,
to ensure documents are published with a consistent, standard format;

CH-4 NATO UNCLASSIFIED FILE 2024
 finalising the documentation, including: formatting, arranging for translation, updating the documents
tracker, detailed proofreading in both official NATO languages of all outgoing correspondence,
especially that going to the NSPO ASB and its subordinate bodies, for publication by the NSPO
Governance and Administrative Support Assistant on the dedicated repository platform.
b. Meeting support:
 preparing initial draft for meeting Agendas, Chairperson’s Remarks and Decision Sheets before the
meetings of the NSPO ASB and its subordinate bodies;
 organising and providing support for meetings conducted by video teleconference (VTC), coordinating
and executing necessary administrative actions in preparation of and during the meetings;
 backing up the Governance and Administrative Support Assistant for providing general support to the
organisation of meetings and social events for the NSPO ASB meetings and its subordinate bodies,
including administrative arrangements for the national representatives.
c. Document Management:
 maintaining records to ensure NSPO documentation and correspondence are readily accessible in the
long term, through setting up and maintaining an electronic referencing, filing and documentation
management system in order to ensure the availability, traceability and accuracy of legal and topical
files in the long term. Drafting background briefs to accompany these files;
 representing NSPO at NATO Archive Committee meetings/workshops, keeping abreast of and
initiating changes, to ensure NSPO compliance with NATO-wide archiving policy;
 more specifically, ensuring that records of permanent value are identified, preserved and transferred to
NATO Archives in accordance with the NATO Archiving and Retention policy;
 responding to requests for NSPO information, researching files, gathering data and locating
documents for the Chairperson, National Representatives, NATO bodies or NSPO/A staff.
d. Others:
 replacing the Governance and Administrative Support Assistant in his/her functional area of the Office
as required;
 executing any 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;
 demonstrated experience in document management and archiving;
 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;
 knowledge of Microsoft SharePoint administration.
LANGUAGE QUALIFICATIONS
NATO’s two official languages are English and French.