Assistant JEWCS

Schedule: Full-time

NATO SHAPE Cyberspace Operations Centre (CyOC) is currently recruiting for a proactive and organized Assistant (JEWCS) to join its detached branch, Joint Electromagnetic Warfare Core Staff (JEWCS), located in Yeovilton, United Kingdom. This role is key to ensuring the smooth operation of administrative, travel, and coordination services that support NATO’s daily activities. This is an exciting opportunity to contribute to NATO’s mission in a diverse, fast-paced, and truly international workplace. If you’re organized, detail-oriented, and ready to make an impact, we invite you to apply.

1. Post Context/Post Summary

Supreme Headquarters Allied Powers Europe (SHAPE) provides an integrated Strategic Effects framework, employing a multi-domain and multi-region focus to create a 360-degree approach, with the flexibility to enable, upon direction, a seamless transition from Baseline Activities and Current Operations (BACO) up to the Maximum Level of Effort (MLE). SHAPE supports SACEUR in fulfilling his terms of reference, as directed by the North Atlantic Council.

The Cyberspace Directorate directs monitors and coordinates all Cyberspace Operations (CO), Electromagnetic Warfare (EW), Electromagnetic Spectrum (EMS) activity and Communications and Information Systems (CIS) functional area activities and staff functions across ACO.

The Cyberspace Operations Centre (CyOC) is NATO's only Theater Component for cyberspace, providing persistent, centralised and comprehensive cyberspace situational awareness, Command and Control (C2) and execution. The CyOC is within the SHAPE establishment but with different roles and responsibilities.

As a branch of CyOC, JEWCS’s mission is to provide all NATO Commands and NATO Nations with Electromagnetic Warfare expertise, support and training at the tactical, operational and strategic levels for operations and exercises, and maintenance of the NATO Emitter Database (NEDB).

The JEWCS Clerical Team is responsible for providing all aspects of administrative and personnel support for JEWCS. The post holder is the Senior Clerk in the Administration Office.

2. Principal Duties

The incumbent's duties are:

1. Assists the Staff in preparation and execution of deployments, including duty travel for personnel. This assistance can include general travel advice, processing approved NATO duty deployment into the JEWCS Financial System, obtaining tickets, producing NATO Travel Orders and keeping associated records and accounts.

2. Maintenance of the JEWCS hard and soft copy filing systems, receipt and dispatch of mail, e-mail and signal messages, maintaining records of and mustering NATO SECRET documents on loan, holding STAFF personnel packs.

3. Is the JEWCS Document Security Officer and is the Admin representative on the JEWCS Security Committee.

4. Oversees the Building Facilities Manager. Liaises with Building Facilities and reports all building faults, supervises the cleaning contractors and liaises with the 4C’s regarding building maintenance issues.

5. Supervises the telephone answering service, JEWCS NU and NS main e-mail inboxes and JEWCS related correspondence through SHAPE, including managing Taskers related to JEWCS. Manages the administration section to provide a reception service for visitors to JEWCS. Holds the JEWCS postage account.

6. Assists and coordinates the maintenance of JEWCS movements, leave, visits and detachments records in conjunction with the Deployment Section.

7. Assists with arrangements for all other meetings/conferences held at JEWCS or other venues as required. Provides assistance to visitors as necessary. Controls Conference Room bookings.

8. Functional Administrator of the JEWCS EDMS.

9. Supervises all aspects of human resources support for individuals joining and leaving the unit, including APMS and AMIS NATO ID management and processing.

10. Prepares, publishes and distributes JEWCS Staff Acquaints. Revises and drafts JEWCS staff instructions.

11. Authorised to issue removable storage media and transfer files between systems and to use the JEWCS Official seal.

12. Ensures sufficient supplies of promotional items/crests/ consumables are available for use.

13. In the absence of the Contracting Officer & Admin Lead, deputizes as Admin Lead.

14. Provides support to all JEWCS members in matters relating to Home Office and Immigration matters.

15. Acts as the Personal Assistant to Director JEWCS.

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

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. Such operational deployment may exceed 30 days duration up to 183 days in any period of 547 days, and may be on short notice. Post requires average of 120 days of travel per year. For NATO International Civilian Staff, acceptance of an employment contract linked to this post constitutes agreement to deploy in excess of 30 days if required.

The incumbent must be willing to work unsocial hours.

The work is normally performed in a Normal NATO office working environment.

Normal Working Conditions apply.

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

4. Essential Qualifications

Minimum 2 years experience in the following:

Experience in an Administrative Position

Experience in Logistics of goods

Experience in travel services for individuals and groups

Experience involving Host Nation Customs Organizations and Authorities

Experience in office communication and information systems

Experience in organizational information and knowledge management

b. Education/Training

Higher Secondary education and intermediate vocational training which might lead to a formal qualification with 2 years experience, or Secondary education and completed advanced vocational training leading to a professional qualification or professional accreditation with 4 years post related experience.

In case of ambiguity the required job specific experience have 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.

5. Desirable Qualifications

a. Professional Experience

- Experience in an administrative role in a military organization

- Experience in facilitating operational deployments and movement of assets and personnel

- Experience with National or NATO security-related responsibilities

- Experience with NATO Financial Systems

- Experience or training with information management tools like TT+ and EDMS

- Experience with NATO APMS and AMIS NATO ID management

b. Education/Training

Course: CCC-ET-32350 - EDMS – Electronic Document Management System User course

6. Attributes/Competencies

• Personal Attributes: The incumbent must have excellent judgment and organizational abilities in order to manage the administrative operations of the office. Good inter personal and communication skills are necessary for interaction with colleagues, senior officers and staff. Requires considerable discretion, tact and diplomacy. Must be able to identify and quickly react to critical tasking and determine which issues to refer to supervisors. Must be flexible and adaptive, using own judgment and initiative to resolve conflicts. Capable of handling details. Capable of supporting multiple tasks.

• Managerial Responsibilities: Is the Line Manager of Junior Writer within the Admin Section.

• Professional Contacts: Daily contacts with all NATO commands; to solicit information; to provide or seek guidance on various issues.

• Contribution To Objectives: The work consists of a day to day support of administrative actions, both in and outside JEWCS, forming the backbone of JEWCS's daily operations. As a civilian, they provide continuity as military personnel rotate through.

There are first line reporting responsibilities for the following numbers of staff: 1

REMARKS:

Duration of 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.

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 of nationals from all member Nations.

Building integrity is a key element of NATO’s core tasks. As an employer, NATO values commitment to the principles of integrity, transparency, and accountability in accordance with international norms and practices established for the defence and related security sector. Selected candidates are expected to be role models of integrity, and to promote good governance through ongoing efforts in their work.

Applicants who prove to be competent for the post but who are not successful in this competition may be offered an appointment in another post of a similar nature, which might become vacant in the near future, albeit at the same or lower grade, provided they meet the necessary requirements.

We believe that all people are capable of great things. Because of this, we encourage you to apply even if you do not meet all of the criteria listed within this job description.

HOW TO APPLY FOR A NATO CIVILIAN POST AT SHAPE:

Applications are to be submitted using NATO Talent Acquisition Platform (NTAP) ( Applications submitted by other means (e.g. mail, e-mail, fax, etc) are not accepted.

More information to be found on these links:

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Application Process

Shortlisted candidates will be requested to provide original documentary evidence and a set of copies supporting statements in their applications. Appointment is subject to obtaining a NS security clearance and a medical certificate.

Remarks:

a) Only nationals from the 32 NATO member states can apply for vacancies at SHAPE.

b) Applications are automatically acknowledged within one working day after submission. In the absence of an acknowledgement please make sure the submission process is completed, or, re-submit the application.

c) Qualified redundant staff of the same grade interested in this post should inform this office, via their HR/Personnel Office by not later than vacancy’s closing date.

d) 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