“Please be advised that this position is pending budget approval”

1. SUMMARY
Within NATO’s International Staff (IS), the Information Communications and Technology Management (ICTM) Office provides support and services in the areas of information communication and technology management, and digital information, archives, records and knowledge management to the North Atlantic Council (NAC), its committees and to the IS. Digital Information Management Services (DIMS) is the principal information and records management service at NATO Headquarters.
DIMS plays a key role in ensuring the accessibility, availability, and integrity of all official information produced by the NAC, its Committees, and the IS. It supports the IS Information and Knowledge Management (IKM) Strategy by providing a structured and effective framework that includes tools, procedures, and best practices. This framework is designed to facilitate the efficient flow of information and knowledge, enabling informed decision-making and effective tasking within the IS. DIMS is also responsible for overseeing the entire lifecycle of information generated by the NAC, its Committees, and the IS.

Currently, IKM within the International Staff is undergoing significant transformation, both in terms of processes and tools. The primary responsibility of the incumbent is to lead this change, proposing and driving improvements in how the IS manages information, fosters knowledge creation, and supporting the innovation of processes and best practices to enhance efficiency and effectiveness.

Under the direction of Head DIMS, the incumbent is responsible for coordinating the Digital Information Innovation Programme (DIIP) ICTM programme which will deliver a modern, integrated suite of IT systems, processes and workflows for the IS that supports the entire lifecycle of NATO IS information – from creation and active use to secure storage, access and final disposition. The purpose of the programme is to ensure that information management tools and processes are structured, compliant, accessible and future-proof.
The IKM Digital Information Transformation Innovation Officer will also supports other information and knowledge management projects within ICTM as required.

2. QUALIFICATIONS AND EXPERIENCE

ESSENTIAL

The incumbent must:

• have a university degree or equivalent level of qualification in information, data, records, knowledge management science or other relevant fields for the position;
• have at least 3 years of experience in information management related functions;
• have thorough experience in evaluating and implementing processes, requirements and systems for information, document/records management and collaboration;
• have experience in coordinating and managing complex projects, in a multicultural environment;
• have experience in implementing a change agenda, with involvement in change management processes;
• have knowledge and experience of best practices and standards in the field of information, records and knowledge management;
• possess experience in aspects of the life-cycle management of digital information, including contribution to at least two of the following areas: designing, developing and implementing information, records, knowledge, workflow tasking or collaboration systems;
• demonstrate experience in strategic planning and implementation;
• possess the following minimum levels of NATO’s official languages (French/English): V (“Advanced”) in one; II (“Elementary”) in the other.

DESIRABLE
The following would be considered an advantage:

• experience in drafting policy and standard operating procedures in the field of IKM
• have a strong understanding of innovation programs and initiatives relevant to an IKM change program
• experience in AI and cloud-based IKM tools and software, and excellent understanding of general office software
• experience working with information in a security conscious environment;
• experience at the international level, especially in International Organisations;

3. MAIN ACCOUNTABILITIES

Knowledge Management
Evaluate existing IKM work practices, processes, and tools, and recommend innovative changes to enhance efficiency. Propose improvements that optimise the flow of information across the IS. Identify, initiate and lead a broad range of change initiatives to improve IKM throughout the IS.

Project Management
Manage the DIIP programme by organizing meetings, documents, and deliverables and ensure alignment with the goals,objectives and budget of the programme. Contribute to studies, requirement analysis, and the design, development, and implementation of changed processes and tools . Participate in the development of new standards (including SOPs) and business processes, in the field of IKM. Recommend innovative forms of service and new ways in which services can be provided to customers and stakeholders. Have an innovative approach to work and be able to adapt in an evolving technical and managerial environment. Promote IKM best practices and new ways of working and advocate a coherent use of the IKM tools. Develop key operational and customer service performance metrics specific to the Information Processing Section.

Stakeholder Management
Coordinate the work of the different stakeholders involved in the DIIP programme. Liaise with stakeholders of different levels of experience and expertise. Understand, identify and analyse organisational needs and provides appropriate and innovative solutions to meet organisational requirements. Participate in the Executive Coordination Team and other IKM governance meetings.

Expertise Development
Take ownership of ensuring high-quality change management support, with a focus on addressing innovating processes related to digital information. Prepare comprehensive reports, including management reports, that provide actionable recommendations to address current or anticipated shortcomings. Investigate and propose solutions for digital information innovation, such as changing information management flows and processes. Evaluate organization requirements and identify cutting-edge digital technologies to enhance and optimise the current information management systems. Engage with related communities within the NATO Enterprise to stay informed about advancements in digital information management. Recommend innovative processes, technologies and strategies for further exploration. Stay up-to-date with best practices in digital information management and collaborate with Head DIMS and Head IKM Competency Centre to adapt and implement these practices into NATO-wide policies and directives.
Perform any other duties, as required.

4. INTERRELATIONSHIPS
The incumbent reports to the Head, DIMS The incumbent also has a dotted reporting line to the Head IKM Competency Centre and works together with other officers of ICTM to ensure coherence of procedures and work standards. In coordinating the DIIP programme, the incumbent works closely with stakeholders involved in the programme within and beyond ICTM., ensuring a common approach and inter-operability wherever possible.

5. COMPETENCIES

The incumbent must demonstrate:

• Achievement Works to meet standards.
• Analytical Thinking Sees multiple relationships.
• Clarity and Accuracy Checks own work.
• Conceptual Thinking Applies learned concepts.
• Customer Service Orientation Takes personal responsibility for correcting problems.
• Empathy Is open to others’ perspectives.
• Impact and Influence Takes multiple actions to persuade.
• Initiative Is decisive in a time-sensitive situation.
• Teamwork Solicits inputs and encourages others.

6. CONTRACT

Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years; possibility of renewal for up to three years, during which the incumbent may apply for conversion to an indefinite duration contract.

Contract clause applicable:

In accordance with the contract policy, this is a post in which turnover is desirable for political reasons in order to be able to accommodate the Organisation’s need to carry out its tasks as mandated by the Nations in a changing environment, for example by maintaining the flexibility necessary to shape the Organisation’s skills profile, and to ensure appropriate international diversity.

The maximum period of service foreseen in this post is 6 years. The successful applicant will be offered a 3-year definite duration contract, which may be renewed for a further period of up to 3 years. However, according to the procedure described in the contract policy the incumbent may apply for conversion to an indefinite contract during the period of renewal and no later than one year before the end of contract.

If the successful applicant is seconded from the national administration of one of NATO’s member States, a 3-year definite duration contract will be offered, which may be renewed for a further period of up to 3 years subject also to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years.

Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Régulations.

7. USEFUL INFORMATION REGARDING APPLICATION AND RECRUITMENT PROCESS

Please note that we can only accept applications from nationals of NATO member countries. Applications must be submitted using e-recruitment system, as applicable:

• For NATO civilian staff members only: please apply via the internal recruitment portal (

);
For all other applications: www.nato.int/recruitment Before you apply to any position, we encourage you to click here and watch our video providing 6 tips to prepare you for your application and recruitment process.

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More information about the recruitment process and conditions of employment, can be found at our website (http://www.nato.int/cps/en/natolive/recruit-hq-e.htm)

Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate), approval of the candidate’s medical file by the NATO Medical Adviser, verification of your study(ies) and work experience, and the successful completion of the accreditation and notification process by the relevant authorities.

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.

8. ADDITIONAL INFORMATION

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.

NATO is committed to fostering an inclusive and accessible working environment, where all candidates living with disabilities can fully participate in the recruitment and selection process. If you require reasonable accommodation, please inform us during your selection process.

Candidates will be required to provide documented medical evidence to support their request for accommodation.

Building Integrity is a key element of NATO’s core tasks. As an employer, NATO values commitment to the principles of integrity, transparency and accountability in accordance with international norms and practices established for the defence and related security sector. Selected candidates are expected to be role models of integrity, and to promote good governance through ongoing efforts in their work.

Due to the broad interest in NATO and the large number of potential candidates, telephone or e-mail enquiries cannot be dealt with.

Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature, albeit at the same or a lower grade, provided they meet the necessary requirements.

The nature of this position may require the staff member at times to be called upon to travel for work and/or to work outside normal office hours.

The organization offers several work-life policies including Teleworking and Flexible Working arrangements (Flexitime) subject to business requirements.

Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment.

For information about the NATO Single Salary Scale (Grading, Allowances, etc.) please visit our website. Detailed data is available under the Salary and Benefits tab.

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