Administrative Assistant, NRU

Primary Location: Kyiv, Ukraine

NATO Body: NATO Representation to Ukraine

Schedule: Full-time 

Grade:         Locally Engaged 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, as well as coordinating 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 (ANP).  This document, renewed yearly, outlines a range of institutional reforms aimed at preparing Ukraine’s integration into the Alliance. 

The Administrative Assistant provides support for a broad range of organisational and administrative activities. 

1. QUALIFICATIONS AND EXPERIENCE

a. ESSENTIAL

The incumbent must:

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

• have a good general education, at least to higher secondary level;

• have a minimum of three years of directly relevant work experience;

• have excellent knowledge using Microsoft Office applications; 

• 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:

• experience working in an international environment;

• university degree in a relevant field;

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

• experience as financial and/or procurement officer at the local, national, or regional level, or with an international organisation, embassy, or similar organisation;

• experience working in a military environment.

2. MAIN ACCOUNTABILITIES

• Organise and manage NRU activities as tasked by the Front Office; provide routine administrative services including to answer phone calls, welcome visitors, prepare office rooms and conference rooms for meetings; take notes during meetings if needed; perform routine office tasks (printing, copying, archiving, etc.); 

• Liaise with Ukrainian government offices on administrative issues as tasked by the Front Office;

• Ensure the correct processing of correspondence and records; receive, distribute, track, and file incoming, outgoing, and internal correspondence; enter and retrieve information from files and databases; maintain databases, such as mailing lists, document tracking systems and management reporting systems on the status and completion of work plans; 

• Draft standard correspondence; format letters, reports, technical documents, manuscripts, newsletters and other material; prepare graphs, charts and other visual aids for use in meetings, workshops and presentations; search office files and records and select information for use in preparing correspondence, reports, project or programme plans;

• Support the organisation of internal and external engagements, including meetings, receptions, and other events; prepare invitations, arrange catering, and other support; prepare presentations, minutes and/or notes of meetings; make travel and hotel arrangements, prepare travel authorizations/claims; maintain the schedules and time sheets of other staff;

• Support other administrative tasks, including diplomatic accreditation of staff, in and out processing of NRU personnel; office and staff vehicle 

• Support or stand in for other members of the Front Office as necessary;

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

• Support local staff recruitment;

• Perform other duties as required.

3. INTERRELATIONSHIPS

The Administrative Assistant works under the overall leadership of the Head of the NATO Representation to Ukraine,  reporting to the Administrative Team Lead. S/he must be able to operate with diplomacy and flexibility in a multinational environment where various interests are at stake including national industrial interests. 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:

1. Achievement: Creates own measures of excellence and improves performance;

2. Analytical Thinking:  Sees basic relationships;

3. Clarity and Accuracy: Checks own work; 

4. Conceptual Thinking:  Applies learned concepts;

5. Customer Service Orientation: Takes personal responsibility for correcting problems;

6. Initiative: Is decisive in a time-sensitive situation; 

7. Organizational Awareness: Understands organisational climate and culture; 

8. Self-Control: Manages stress effectively; 

9. 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.