Overview
The Staff Officer (Coordination) provides executive and administrative support, analysis, and advice related to Science and Technology Board (STB) meetings and contributes to the overall administrative support of the Office of the Chief Scientist (OCS).
Key Responsibilities
- Contributing to and facilitating planning, coordination and execution of STB meetings, and the management of STB documentation.
- Assisting in directing the staff support to the STB.
- Contributing to and facilitating the staff-level coordination with the other STO Executive Bodies to monitor and follow-up actions deriving from STB decisions and guidance.
- Contributing to providing oversight of STB sub-groups and sub-committees to ensure effective and efficient proceedings and secretariat support.
- Providing executive and administrative support to the STO Executive Coordinator.
- Supporting the STO Executive Coordinator in his/her role as STB Secretary and participate at meetings of the STB. Serving as Deputy STB Secretary, as required.
- Managing and coordinating administrative and logistic support for STB meetings.
- Managing and updating the list of STB members, Associate Members, etc., in the STO database.
- Drafting and delivering analytical reports and recommendations, on demand, related to STB meeting planning, procedures, topics, and future development.
- Preparing correspondence, documents and reports on matters pertaining to STB business.
- Developing and engaging with a network of S&T stakeholders at NATO and national level.
- Liaising with relevant stakeholders in NATO HQ, such as the Council Secretariat.
- Contributing to the coordination of the overall administrative support to the OCS, in particular with regard to administration, staff services, information technology and security issues.
- Administering and coordinating recruitments (permanent staff, temporary staff and interns).
- Managing the contractual aspects for temporary hires.
- Providing information on and administering OCS staff training opportunities.
- Coordinating requirements for Information and Knowledge Management (IKM) and Information and Communication Technology Management (ICTM).
- Interacting with the providers of Shared Services at NATO HQ.
- Maintaining close contact with colleagues in similar positions.
- Working on specific projects as required.
- Attending other Committees’ meeting, where the incumbent represents the Chief Scientist, the STO Executive Coordinator and the OCS, as directed.
- Replacing the STO Executive Coordinator and perform his/her duties for limited periods of time, as directed.
- Serving as OCS Deputy Security Officer.
- Performing other related functions, as directed.
Required Experience
- at least 5 years of relevant experience executing similar duties.
- have the capacity to learn and adapt to a fast-paced environment.
- possess very good organisational multi-tasking and time-management skills.
- have excellent communication, drafting and presentation skills.
- demonstrated capacity for planning, analysis and the drafting of proposals and ideas.
- strong working knowledge of office word processing, spreadsheet, graphics presentations and database software.
- Working experience in an international environment with a demonstrated capacity to work in a multinational and multicultural environment with scientific and military personnel at all levels. This pertains in particular to NATO or comparable organisations.
- Knowledge of NATO policies, procedures and working methods.
- Knowledge of current international events and their impact on NATO work.
- Familiarity with security requirements and processes within an international organisation or within a national government.
- Practical management experience in planning, programming and budgeting.
Qualifications
- A degree from a university or institute of recognised standing or an equivalent qualification from a defence/military institution, for example in a scientific, technical, engineering or mathematical discipline.
- A state or university post-graduate degree from a university or institute of recognised standing or an equivalent qualification from a defence/military institution.
