Executive Assistant to Deputy Head, NRU

Primary Location: Kyiv, Ukraine

NATO Body: NATO Representation to Ukraine

Schedule: Full-time 

Grade:         Locally Employed Staff Grade 5

Salary:         1873.29 EUR per month (subject to local taxation)

Application deadline: 23:59 on 05 September 2024

SUMMARY

The NATO Representation to Ukraine (NRU) facilitates political and military dialogue and co-operation between the Alliance and Ukraine, and coordinates NATO’s practical support to Ukraine. 

The NRU is a principal stakeholder in coordinating NATO’s Comprehensive Assistance Package (CAP), which provides a consolidated platform for NATO’s practical support to Ukraine.  The CAP enables Ukraine to become more resilient, to better provide for its own security, and to carry out essential reforms, in particular in the security and defence sector. 

A key role of the NRU is to provide advisory assistance to Ukraine’s security and defence sector regarding the implementation of Ukraine’s adapted Annual National Programme (aANP).  This document, renewed yearly, outlines a range of institutional reforms aimed at preparing Ukraine’s integration into the Alliance. 

The Executive Assistant to Deputy Head, NRU is accountable for efficiently handling all support duties of administrative and organisational nature related to all administrative issues concerning the Deputy Head, NRU, the office’s internal and external engagements, and the organisation of the wider NRU office. The incumbent helps with information management tasks, by developing and adapting collaboration tools and capabilities in order to maximize knowledge sharing within the NRU.  S/he provides administrative and organisational support to meeting logistics, correspondence, agendas, and liaison with delegations visiting from NATO HQ, as well as external stakeholders.  

1. QUALIFICATIONS AND EXPERIENCE

a. ESSENTIAL

The incumbent must:

• be a citizen of Ukraine or have permanent residence in the country;

• have higher education, above secondary school degree;

• have at least 5 years' experience in administrative support duties;

• be conversant with various software packages, in particular the Microsoft Office suite; 

• have experience within multidisciplinary and multi-cultural environments dealing with a variety of stakeholders; 

• have proven organisation and coordination skills; 

• have experience organising events; 

• languages: English, level 5 (Advanced); Ukrainian, level 6 (Proficient); including excellent drafting skills;

• have no criminal record and pass security vetting.

b. DESIRABLE

The following would be considered an advantage:

• flexibility to work outside of normal working hours when necessary;

• experience as an executive assistant or programme manager at the local, national, or regional level, or with an international organisation, embassy, or similar organisation;

• experience working in a military environment.

• a university degree in a relevant field.

2. MAIN ACCOUNTABILITIES

• Organise and coordinate the work flow of the Deputy Head, NRU office; proactively facilitate and improve communication among staff; maintain an up-to date staff contact data base; maintain calendars and arrange internal meetings for NRU senior leadership; coordinate the work of office support staff; 

• Liaise and coordinate with external stakeholders, including national government offices, international organisations, NGOs, and others; act as principal point of contact for the Deputy Head, NRU internal and external engagements;

• Organise and support internal meetings, including records keeping; provide administrative support to staff including regarding their registration in Ukraine and relations with Ukrainian authorities, if required;

• Manage correspondence; proactively respond to routine inquiries and inform relevant NRU staff; review all outgoing correspondence/documents, ensuring appropriate format and accuracy; 

• Coordinate effective records management of correspondence, documents, contracts, agreements, and other records related to the functioning of the NRU;

• Provide event support for NRU activities; act as point of contact; and support the Protocol and Events Officer in organising, scheduling, and following-up meetings, external visits, receptions, expert and study tours, and other events; help prepare venues, oversee hospitality functions, provide on-site support as required;

• If required, make travel arrangements for NRU management; prepare travel authorisations and liquidations; book transport and accommodation as necessary; fulfil any other task related to travel documentation; 

• If necessary, summarise or translate correspondence from English into local language(s) and vice versa;

• Deputise the Executive Assistant to Head, NRU and support other members of the Administrative Team as necessary;

• Support local staff recruitment;

• Perform other duties as required.

3. INTERRELATIONSHIPS

The Executive Assistant reports to the Deputy Head, NRU.  S/he must be able to operate with diplomacy and tact in a multinational environment where various interests are at stake including national industrial interests. S/he organises discussions with Allied National Delegations and Ukrainian authorities. S/he also liaises with appropriate NATO Agencies, NATO Military Authorities, National Authorities and Ministries of Defence, as well as members of the International Staff.

4. COMPETENCIES 

The incumbent must demonstrate:

• Achievement: Creates own measures of excellence and improves performance;

• Analytical Thinking:  Sees basic relationships;

• Clarity and Accuracy: Checks own work; 

• Conceptual Thinking:  Applies learned concepts;

• Customer Service Orientation: Takes personal responsibility for correcting problems;

• Initiative: Is decisive in a time-sensitive situation; 

• Organizational Awareness: Understands organisational climate and culture; 

• Self-Control: Manages stress effectively; 

• Teamwork: Solicits inputs and encourages others. 

5. EMPLOYMENT CONDITIONS 

The basic salary for  this post is Euro 1873.29 EUR per month (subject to local taxation). Furthermore, the successful candidate will, receive social benefits (health care, including health and accident insurance).  Where applicable, NATO may request Ukrainian authorities for staff members’ exemption from military mobilisation.

NATO  may offer a three-year contract to the successful candidate, with the possibility of  renewal for up to three years, during which the incumbent may apply for conversion to an indefinite duration contract. This possibility is based on the needs of NATO and on the performance of the incumbent.

The nature of this position may require the staff member to travel for work and/or to work outside normal office hours.

NATO may put specific security and safety procedures in place, based on the security situation in Kyiv, Ukraine.  Security arrangements apply to all staff and all staff are required to follow instructions by the NRU Security Team, when on NRU premises or during duty travel.

The NATO Representation to Ukraine is a non-smoking environment.

6. HOW TO APPLY 

If interested, please contact [email protected], indicating the job title in the subject line and attaching your CV and any other documents you deem relevant, such as a motivation letter.  Please provide contact details for at least two people who can provide reference regarding your performance in your previous position(s). 

The deadline for applications is 23:59 on 05 September 2024.  NATO will accept no applications beyond this deadline. 

Recruiters will invite shortlisted candidates for on-line written tests and interviews.

Please note NATO will not accept submissions, in 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.

NATO is committed to diversity and inclusion, and provides equal access to employment, advancement, and retention, independent of gender, age, nationality, ethnic origin, religion or belief, cultural background, sexual orientation, and disability.