Senior Coordinator (Protocol and Conference Services)

NATO; Belgique (MO); On-site; USD 60,000 - 80,000; Full time

Job summary

NATO is seeking a Protocol and Conference Services Coordinator in Missouri, responsible for organizing high-level meetings, conferences, and official visits at SHAPE. The ideal candidate will have extensive experience in protocol and administration, offering support to senior military leaders and dignitaries.

This role requires excellent organizational, communication, and stakeholder management skills while working alongside military and civilian partners across member nations. A contract according to NATO regulations offers stability and benefits.

Qualifications

• Experience in international military and civilian customs and protocol.
• Proven ability in managing complex programs and events.
• Excellent interpersonal skills and stakeholder engagement.

Responsibilities

• Coordinate high-level conferences and meetings, ensuring protocol requirements are met.
• Provide expert advice on military and diplomatic protocol matters.
• Manage administrative operations for the Protocol and Conference Services Branch.

Skills

Organizational skills

Communication skills

Diplomatic skills

Stakeholder engagement

Education

University Degree

Advanced vocational training

Job description

POST CONTEXT

The Protocol and Conference Services Branch is responsible for organizing high‑level meetings, conferences, and official visits involving senior military leaders, government officials, and distinguished guests at NATO's strategic military headquarters, SHAPE. The successful candidate will coordinate the day‑to‑day operations of the branch, manage administrative and workflow processes, and support the planning and execution of conferences, meetings, and VIP engagements. The role requires strong organizational, coordination, and stakeholder‑management skills, working closely with military and civilian partners across NATO and member nations.

PRINCIPAL DUTIES

• Serve as the principal coordination officer for the Protocol and Conference Services Branch, ensuring effective support to SHAPE leadership, senior staff, and official visitors.
• Plan, coordinate, and oversee high‑level conferences, meetings, ceremonies, and VIP visits, both at SHAPE and at external locations, ensuring successful delivery of all protocol requirements.
• Provide expert advice on military, diplomatic, and organizational protocol matters, guiding senior leaders and staff on policy, precedence, and best practices.
• Manage branch operations and administration, including task management, workflow coordination, scheduling, reporting, and staff support activities.
• Coordinate with NATO headquarters, military commands, government agencies, and external stakeholders to ensure seamless planning and execution of official engagements and visit programmes.
• Develop, implement, and improve protocol and conference service policies, procedures, and business processes across Allied Command Operations (ACO).
• Manage protocol‑related resources and budgets, including hospitality funds, conference support requirements, contracts, and relationships with service providers and venues.
• Act as deputy to the Head of Protocol and Conference Services, representing the branch when required and contributing to staff training and professional development initiatives.

SPECIAL REQUIREMENTS AND ADDITIONAL DUTIES

The incumbent may be required to undertake deployments in support of military operations and exercises, and/or TDY assignments, both within and without NATO boundaries up to 180 days. The employee may be required to perform a similar range of duties elsewhere within the organization at the same grade without any change to the contract. In order for the command to deal with emergent requirements, the incumbent may be required to perform other related duties as directed; in particular the incumbent can expect to work as an action officer for visits when required to do so, to include Chateau and other local off‑site events.

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

ESSENTIAL QUALIFICATIONS

Professional/Experience

• Experience in international military and/or civilian customs, courtesies, rules of etiquette and protocol. Experience in dealing with very senior officers and civilian officials.
• Experience managing and scheduling complex programmes, events, major ceremonies, and conferences.
• Excellent organisational and communication skills.

Education/Training

University Degree and 4 years post related experience, or Higher Secondary education and completed advanced vocational training leading to a professional qualification or professional accreditation with 7 years post related experience. In case of ambiguity the required job specific experience has priority over the standard education and training levels and experience described here.

Language

• English – SLP 3333 – (Listening, Speaking, Reading and Writing)
• French – SLP 2222 – (Listening, Speaking, Reading and Writing)

DESIRABLE QUALIFICATIONS

• Administrative experience in a military headquarters and/or international organization.
• Familiarity with NATO military structure.

COMPETENCIES

• Excellent interpersonal, communication, and stakeholder engagement skills, with the ability to build effective relationships across military, governmental, and commercial organizations.
• Strong diplomatic, negotiation, and influencing skills, with sound judgement and the ability to work confidently with senior leaders and distinguished visitors.
• Highly organised and detail‑oriented, with the ability to manage multiple priorities, coordinate complex activities, and meet demanding deadlines.
• Proven ability to lead and coordinate teams, manage workflows, and drive successful outcomes in a fast‑paced environment.
• Strong analytical and problem‑solving skills, with the ability to make informed decisions and adapt to changing priorities.
• Excellent written and verbal communication skills, including the ability to prepare professional correspondence, guidance, and briefings.
• Flexible, resilient, and service‑oriented, with the ability to remain effective under pressure and during periods of increased operational activity.
• Demonstrated initiative, creativity, and commitment to continuous improvement of processes and services.

CONTRACT

Serving staff members will be offered a contract according to the NATO Civilian Personnel Regulations (NCPR). Newly recruited staff will be offered a definite duration contract of three years normally followed by an indefinite duration contract.

The salary will be the basic entry‑level monthly salary defined by the NATO Grade of the post, which may be augmented by allowances based on the selected staff member's eligibility, and which is subject to the withholding of approximately 20% for pension and medical insurance contributions.

EEO STATEMENT

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 from all member nations. Selected candidates are expected to be role models of integrity, and to promote good governance through ongoing efforts in their work.