Skills

Communication Teamwork Time Management Monitoring Stakeholder Management Decision-making Customer Service

Job Specifications

Primary Location

Luxembourg

Other Locations

LU-Capellen, Belgium-Brussels

NATO Body

NATO International Staff (NATO IS)

Schedule

Full-time

Application Deadline

13-Mar-2026, 11:59:00 PM

Salary (Pay Basis)

5,393.24

Grade

NATO Grade G12

SUMMARY

Within the NATO-Wide Coordination (NWC) Office, the mission of the NATO Support and Procurement Organisation (NSPO) Secretariat is to serve the Chairpersons and national representatives of the NSPO Agency Supervisory Board (ASB), NSPO Multinational Programme Boards (PBs) and their respective subordinate bodies. The NSPO Secretariat advises on and supports nations’ oversight responsibilities and informed decision-making, through close coordination with the executive body, the NATO Support and Procurement Agency (NSPA).

Under the direction of the Head of NSPOSecretariat, the incumbent is responsible for executing corporate governance support tasks in support of the NSPO ASB and its subordinate bodies, and for establishing and maintaining an electronic documentation management system for referencing, filing and archiving all NSPO documentation.

The position is part of the NSPO Secretariat within the International Staff, NWC Office and is located in Capellen, Luxembourg.

QUALIFICATIONS AND EXPERIENCE

The incumbent must:

have successfully completed education to the higher secondary level;
have at least 6 years of experience in administration and or secretariat duties;
have experience in document manamement and archiving;
possess excellent written and verbal communication skills;
have excellent time management skills and the ability to prioritise work; and
possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; I (“Beginner”) in the other.

The following would be considered an advantage:

experience providing governance and administrative support within an international and multicultural organisation;
experience supporting budget preparation and monitoring.
MAIN ACCOUNTABILITIES
Planning and Execution: Prepare initial drafts of NSPO cover notes for the NSPO ASB and its subordinate bodies. Track the status of documents submitted under silence procedure and draft Action Sheets accordingly. Edit, proofread, format and prepare for publication the current versions of ASB-approved NSPO governance documents. Provide general administrative and procedural support to national representatives and NSPA staff by responding to queries and/or supporting relevant meetings. Support the preparation and execution of Board/committee meetings.
Information Management: Maintain and update document trackers to ensure accuracy and traceability. Prepare translations of simple/standard cover notes and Action Sheets. Maintain detailed follow-up mechanisms for outgoing documentation and correspondence. Ensure that files are correctly archived and supported by background briefs. Ensure continuous improvement of documentation processes through formatting, terminology and indexing best practices.
Stakeholder Management: Respond to requests for administrative support from national representatives, NSPA staff and other stakeholders. Liaise relevant stakeholders to obtain documents in consistent, publishable formats and to ensure alignment with NSPO governance.
Expertise Development: Monitor and apply NATO archiving and retention policy standards. Ensure that records of permanent value are identified, preserved and transferred to NATO Archives as required. Represent NSPO at relevant Committee meetings/workshops, maintaining awareness of NATO-wide archiving policy and initiating necessary changes to ensure organisational compliance.

Perform any other duty as assigned.

INTERRELATIONSHIPS

Reporting line: The incumbent works under the direction of the Head of NSPO Secretariat.

Interactions: The incumbent will liaise with the NATO Support and Procurement Agency (NSPA) personnel, including the General Manager's Office, the International Staff (IS), Senior Agency staff officers and administrative support staff, national representatives and NATO Military Authorities (NMA) representatives. The incumbent will back up the Governance and Administrative Support Assistant as required.

Direct reports: N/A

Indirect reports: N/A

COMPETENCIES The incumbent must demonstrate:
Clarity and Accuracy: monitors others' work for clarity.
Customer Service Orientation: takes personal responsibility for correcting problems.
Empathy: reads non-verbal cues and understands meanings.
Flexibility: acts with flexibility.
Initiative: is decisive in a time-sensitive situation.
Organisational Awareness: understands organisational climate and culture.
Teamwork: solicits inputs and encourages others.
CONTRACT

Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years’ duration; possibility of an indefinite duration contract thereafter.

Contract clause applicable:

In accordance with the NATO Civilian Personnel Regulatio

About the Company

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