Staff Assistant (Academic Operations Dvision )

NATO Defense College; Roma; In loco; EUR 10.000 - 30.000; Tempo pieno

Descrizione del lavoro

An international defense organization located in Rome is seeking a Staff Assistant (Admin) to support the Director. The role includes managing schedules, administrative support, and ensuring communication with various branches. Candidates should have a university degree, strong organizational skills, and a working knowledge of MS Office, along with proficiency in English and French. The position offers a full-time contract and the opportunity to work in a dynamic environment.

Competenze

• Minimum of 3 years of relevant professional experience.
• Ability to prioritize tasks and deliver high standards of work.
• Excellent working knowledge of English and French.

Mansioni

• Provide secretarial and administrative support to DAO.
• Manage DAO’s diary and daily schedule.
• Co-ordinate travel arrangements and administrative details.

Conoscenze

Excellent organizational skills

Good analytical skills

Excellent interpersonal skills

Good customer service focus

Formazione

University degree or higher secondary school level

Strumenti

MS Office Applications

Descrizione del lavoro

Primary Location

Italy-Rome

NATO Body

NATO Defense College (NDC)

Schedule

Full-time

Application Deadline

01-Dec-2025, 12:59:00 AM

Salary (Pay Basis)

3,586.64

Grade

NATO Grade G8

Post Context/Post Summary

The Academic Operations Division (AOD) is responsible for planning, organising, supervising, and executing of courses, such as the Senior Course (SC), the NATO Regional Cooperation Course (NRCC), associated Modular Short Courses (MSC) for NATO and Partner Nations, the Generals Flag Officers & Ambassadors' Course (GFOAC) for NATO and Partner Nations. AOD supports the Anciens’ Annual Seminar. The Division consists of the NATO Courses Branch (NCB), Partner Courses Branch (PCB) and Course Support Branch (CSB).

Principal Duties

• Providing secretarial and administrative support to DAO including:
• Assisting the DAO with his daily programme.
• Developing and managing DAO’s diary and daily schedule.
• Processing DAO’s incoming correspondence and drafting and processing his outgoing correspondence.
• Managing and arranging the DAO’s telephone calls.
• Co-ordinating travel arrangements and administrative details for the DAO.
• Arranging meetings chaired by DAO and providing the minutes.
• Providing administrative assistance, as directed, to AOD Branches and Committee Secretaries.
• Disseminating course related information as directed.
• Acting as receptionist and administrator for NDC sponsored symposia, seminars, workshops and other elements of the College programme, as directed.
• Preparing administrative arrangements for Attending Flag Officer and Top Table rosters and any other AOD sponsored lectures, conference or course.
• Working in close co-operation with all Branches in AOD in the preparation, implementation and oversight of all parts of the Senior Course language programme.
• Assisting the above mentioned in the practical preparation and delivery of the Senior Course (i.e. calling for support Committees set-up, audio-visual equipment, cleaning, supplies, painting, etc.).
• Managing the sub-web pages of the AOD.
• Preparing and implementing seating plans for the Senior Course as directed by Faculty Advisor (NATO Courses) and for additional courses in co-operation with course assistants.
• Co-ordinating with internal NDC bodies support to rotating personnel’s in- and out-processing; maintain AOD staff database, filing system and alert plan; process leave requests and other administration – including CIS-support requests for staff members; act as supply and equipment custodian.
• Working in close co-ordination with DAO, AOD Branches, the Commandant’s and the Dean’s offices in the development, processing, review, delivery and distribution of the Interim and End of Course Reports.
• Preparing, processing and dispatching calling messages and invitation letters for courses.
• Managing the conference rooms’ bookings and cancellations for the NDC.
• Applying new IT programmes provided by the NDC for the conduct of any of the above-mentioned duties that is or will be supported by such programmes.

Essential Qualifications

• Professional / Experience: Possess a minimum of 3 years of relevant professional experience.
• Excellent organizational skills and ability to complete tasks simultaneously and to prioritize on own initiative and deliver a very high standard work.
• Good analytical skills.
• Education / Training: Good general education preferably university degree or higher secondary school level and substantial working experience.
• Excellent working knowledge of MS Office Applications.
• Language Requirements: English SLP 4444– STANAG 6001; French SLP 3333- STANAG 6001.

Desirable Qualifications

• Professional / Experience: Relevant professional experience in an international organization.
• Education / Training: Very good knowledge of Microsoft Office Application Suite and Web Applications and the ability to quickly learn the standard range of software packages used in the Organization.
• Language Requirements: Italian SLP 2222 – STANAG 6001.

Personal Attributes

The Staff Assistant (Admin) must have very good interpersonal and communication skills with a focus on customer service. Tact and discretion are paramount requirements in view of the nature of the position. The incumbent must also possess a sense of responsibility, and be sufficiently flexible and adaptable to respond reliably and competently to changing requirements.

Professional Contacts

Ability to maintain professional contacts with personnel at any level.

Security Clearance

The successful applicant will be required to apply for and receive a NATO Secret Security Clearance prior to final confirmation of contract and commencement of employment.

Contract

Serving NATO International Civilian will be offered a contract according to the NATO Civilian Personnel Regulations. Newly recruited staff will be offered a definite duration contract of normally 2 (two) plus 3 (three) years in duration and followed by an indefinite duration contract. If the successful applicant is seconded from a national administration, he/she will be offered a two-year definite duration contract which may be renewed for a further period not exceeding 5 years and/or the length of the approved secondment.

Additional Information

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 studies and work experience, and the successful completion of the accreditation and notification process by the relevant authorities.

Please note that only applications from nationals of NATO member countries can be accepted. Current and previous civilians working for NATO or any Coordinated Organization, shall indicate their last grade and step held (next to job title), and specify the name of employing NATO body or Coordinated Organization.

Candidates are kindly requested NOT to upload their Curriculum Vitae on the NATO Talent Acquisition Platform. Only attachments specifically asked for as part of the application process will be considered. All applications must include an uploaded copy of the qualification/certificate covering the highest level of education required by the job description.

In order to follow the status of the vacancy please refer to NDC webpage: www.ndc.nato.int/about/jobs.php

For any queries, please contact the NDC Recruitment Team at [e-mail].

NATO is an equal opportunities employer, and does not discriminate on the grounds of gender, race or ethnic origin, religion, nationality, disability, sexual orientation or age, according to the NATO Civilian Personnel Regulations.

The candidature of NATO redundant staff at grade G8 will be considered with priority.

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.