Staff Assistant (Infrastructure)

NATO; London; On-site; GBP 60,000 - 80,000; Full time

Job summary

An international military organization is seeking a Staff Assistant (Infrastructure) at its Headquarters in Northwood, UK. The successful candidate will be responsible for efficient building facility operations, maintenance, and logistics. Essential qualifications include experience in building maintenance and public management. A vocational education is required, and proficiency in English is necessary. This role includes management of conference services and health & safety compliance.

Qualifications

• 2 years' experience in building maintenance and facilities management required.
• Experience in public buildings emergency procedures preferred.
• Good knowledge of Installation Engineer Management System necessary.

Responsibilities

• Oversee efficient operation and maintenance of HQ building facilities.
• Maintain booking system for conference facilities.
• Advise Building Manager on maintenance and repairs.

Skills

Building maintenance

Public management

Logistic management

Project coordination

Health & safety compliance

Education

Higher Secondary education with vocational training

Tools

SharePoint

Office communication systems

Fork Lift Truck

Job description

OPEN TO NATIONALS OF NATO MEMBER STATES ONLY

Post Number: OMC ZSFB 0021
Job Title: Staff Assistant (Infrastructure)
NATO Grade:NATO GRADE 12
NATO Body: Headquarters Allied Maritime Command (HQ MARCOM)
Location: Northwood, Middlesex, UK
Security Clearance Level: NATO Secret
Basic Monthly Salary: £ 4,770.40 (tax free)
Closing Date:Sunday 14 September 2025

1. Post Context/Post Summary

Allied Maritime Command is the Maritime Theatre Component Commander delivering 360 degree maritime focused awareness and connectivity while planning and commanding the full range of maritime operations.

The Management Directorate (MGT) is responsible for the daily workflow and process management that allows HQ MARCOM to function.

The Base Support Group in close coordination with the Host Nation is responsible for planning, organising and the provision of material and services in support of MARCOM personnel, equipment and facilities.

The protocol, Facilities and HNS provides MARCOM HQ with a full range of facility support, conference services and executes all protocol issues for the CG.

The Building manager Cell is responsible for the efficient operation and maintenance of all HQ building facilities and hotel services.

The incumbent of this position is employed in the Infrastructure, Storage & Supply Section as a Staff Assistant and is responsible to the Base Support Group Building Manager for all aspects of NATO Stores and the operation and maintenance of all HQ building facilities

2. Principal Duties

The incumbent's duties are:

- The incumbent is responsible for the efficient operation and maintenance of all HQ building facilities and hotel services.

- Maintains a booking system for all conference and VTC facilities, using the booking tool in SharePoint (NIP portal).

- Assists the Conference Services in all aspects of the general administration of conferences, visits, meetings visits to MARCOM HQ that require Command Group involvement.

- Provides Conference Service support to Command Group for Exercise and Conferences if required outside of this HQ.

- Advises the Cell Head (Building Manager) in all maintenance, repairs, or alterations, which may affect the operation of the Base installation.

- Liaises with BSG, Northwood Base, Fire Department, and NATO Agencies for project related issues.

- Ensures adequate staffing of the response maintenance desk (Help Desk).

- Provides leadership by projecting a positive attitude, and providing learning incentives

- Accurately communicates pertinent information. Assists in the development and implementation of quality improvement procedures.

- Responds adequately to inquiries or complaints.

- Works with appropriate committees, units and National Representatives (SNRs) to identify customer needs, meet service demands, resolves customer problems, implement service level agreements and foster effective utilisation of space.

- Identifies and resolves administrative problems and issues.

- Manages the processing of Infrastructure works requests by screening, validating, funding verifications and approving.

- Coordinates work request with other agencies.

- Contributes to the yearly budget preparation.

- Manages the Section's SOPs.

- Assists in Fire and Emergency and evacuation procedures in MARCOM.

- MARCOM's SME for Health and Safety.

- Provides Health & Safety (H&S) training to MARCOM personnel.

- Incumbent’s work is crucial to the achievement of H&S standards; a well-developed and effective Health Emergency Safety (HES) risk management approach reduces the loss of workforce and other assets on all levels in the organisation.

- Informs the senior leadership about critical HES situations and provides them with solutions to stay in accordance with the HN regulations.

- Contributes to the development, implementation and enforcement of H&S national and international directives and laws.

- When needed, backs the BSG branch in areas of responsibilities.

- When needed, he/she will drive official vehicles to support MARCOM movements of personnel and material.

- Prepares and runs conference facilities for VIP events.

- Liaises with sponsor departments of non-VIP conferences to ensure the preparation and running of all facilities required are identified.

- Tests and operates VTC equipment when required.

- Reports any defect repair and routine maintenance of conference rooms, VTC studio and equipment to Communications and Information Systems (CIS).

- Provides training for the conference services personnel (local employees) when needed.

- Supports if needed in providing refreshments as required for VIP conferences.

- Submits observations in his/her area of expertise and contributes to the Lessons Learned process.

3. Special Requirements and Additional Duties

The employee may be required to perform a similar range of duties elsewhere within the organisation at the same grade without there being any change to the contract.

Incumbent may be required to perform collateral duties or functions related to the Protocol, facilities or Host Nation Support.

The work is normally performed in a Normal NATO office working environment / Secure office environment with artificial light and air (e.g. Bunker).

Normal Working Conditions apply.

The risk of injury is categorised as No risk / risk might increase when deployed.

4. Essential Qualifications

a. Professional/Experience

(1) Public and institution management.

Management and administration is the study of planning, directing and operating the functions and activities of organisations and institutions. Programmes in management also including administration, economics, finance etc. are included here if emphasis is given to management and administration.

Skill Level (Enable)

Works under general direction within a clear framework of accountability. Exercises substantial personal responsibility and autonomy. Plans own work to meet given objectives and processes. Influences customers, suppliers and partners at account level. May have some responsibility for the work of others and for the allocation of resources. Participates in external activities related to own specialism. Makes decisions which influence the success of projects and team objectives. Work includes a broad range of complex technical or professional activities, in a variety of contexts. Investigates, defines and resolves complex issues. Selects appropriately from applicable standards, methods, tools and applications. Communicates fluently, orally and in writing, and can present complex information to both technical and non-technical audiences. Facilitates collaboration between stakeholders who share common objectives. Plans, schedules and monitors work to meet time and quality targets. Rapidly absorbs new information and applies it effectively. Maintains an awareness of developing technologies and their application and takes some responsibility for driving own development.

Experience

- 2 years' experience in building maintenance and building facilities.

- 1 years’ experience in public buildings emergency procedures.

- Good knowledge of Installation Engineer Management System.

- Requires wide experience in the use of office communication and information systems.

(2) Logistic management

Management and administration is the study of planning, directing and operating the functions and activities of organisations and institutions. Programmes in management also including administration, economics, finance etc. are included here if emphasis is given to management and administration.

Skill Level (Apply)

Works under general direction. Uses discretion in identifying and responding to complex issues and assignments. Usually receives specific instructions and has work reviewed at frequent milestones. Determines when issues should be escalated to a higher level. Interacts with and influences colleagues. Has working level contact with customers, suppliers and partners. May supervise others or make decisions which impact the work assigned to individuals or phases of projects. Performs a range of work, sometimes complex and non routine, in a variety of environments. Applies methodical approach to issue definition and resolution. Demonstrates an analytical and systematic approach to issue resolution. Takes the initiative in identifying and negotiating appropriate personal development opportunities. Demonstrates effective communication skills. Contributes fully to the work of teams. Plans, schedules and monitors own work (and that of others where applicable) competently within limited deadlines and according to relevant legislation, standards and procedures. Appreciates the wider business context, and how own role relates to other roles and to the business of the employer or client.

Experience

- General background in supervision and management of an office required.

- Must be driving and Fork Lift Truck qualified.

b. Education/Training

Higher Secondary education and completed higher vocational training leading to a formal technical or professional certification with 3 years’ function related experience; or Secondary education and completed advanced vocational training leading to a professional qualification or professional accreditation with 5 years’ post related experience.

The additional job specific qualifications and experience are described under Professional/Experience paragraph (4/a). In case of ambiguity the required job specific experience has priority over the standard education and training levels and experience described here.

c. Language

English - SLP 3322 - (Listening, Speaking, Reading and Writing)

NOTE: The work both oral and written in this post and in this Headquarters as a whole is conducted mainly in English.

d. NATO Occupational Codes

50413R - Public and institution management

50413H - Logistic management

5. Desirable Qualifications

a. Professional Experience

-Previous staff experience at national HQ, Joint Command, NATO HQ or MOD.

-NATO Maintenance and Supply Agency (NAMSA) Courses to enable user independence on the NATO Depot Support System (NDSS), as follows:

- Regional Depot Supply System (RDSS).

- Stock Management.

- Property Accounting Module (PAM).

- Health & Safety post relative experience.

- Driving license D1 (Minibus) required. (The incumbent must have a valid UK D1 Driving License in the first three month previous starting the Job, equivalent national driving license must be change to UK one).

b. Education/Training

- Qualified for First Aid Activities within the workplace.

- Holding a certificate in Occupational Health and Safety Management Systems Requirements OHSAS.

- Working experience in identifying and assessing HES hazards. Incumbent has skills in analysing the cause of hazards and the consequences for the HQ, issuing remedial measures.

• Critical Information Infrastructure Protection Course (COP-CD-32138) provided by Cooperative Cyber Defence COE (CCD COE).

• Environmental Management for Military Forces Course (MEG-ME-3709) provided by NATO - School Oberammergau (NSO).

c. Language

None specified

6. Attributes/Competencies

• Personal Attributes: The incumbent must be capable of working independently. He/she is required to perform duties with minimal guidance and supervision.

The incumbent provides the primary interface between Northwood Base, Service Providers, its customers and other agencies and as such, he/she must demonstrate tact and diplomacy.

Thought and judgement are required when screening and validating work requests in order to determine the proper course of action.

The incumbent must be a pro-active individual with good communication skills, inter-personal sensitivity, persuasiveness and firmness.

• Managerial Responsibilities: Exercises situational authority over conference services personnel and cleaners (external service).

• Professional Contacts: MARCOM Open End Contractors, UK Northwood Base Installation Safety Officer, Host Nation Liaison Officer, UK MOD Construction Department, Northwood UK Base Security Officer, etc.

• Contribution To Objectives: Provides the first line overview, administration and management on all Engineering and Logistics work requests at MARCOM Headquarters.

Oversees Engineering and Logistics work request processing, prioritising and scheduling. Responsible for the Long Range contract works Plan.

Key advisor to BSG on all Host Nation, customer and contracting matters.

Incumbent’s work is crucial to the achievement of H&S standards; a well-developed and effective H&S risk management approach reduces the loss of manpower and other assets on all levels in the organisation.

Contributes to the development, implementation and enforcement of H&S national and international directives and laws. Performance may have an impact on the health and safety of the workplace and staff members.

• Supervisory Responsibilities: Supervise the Conference Services personnel and cleaners (local personnel)

There are no reporting responsibilities.

This post reports to:

OMC ZSFB 0010 - Cell Head (Building Manager) - OR-8

This post does not deputises anybody.

This post is not deputised by anybody.