Panel Assistant - Paris, France - NATO - OTAN

Description

POST CONTEXT AND RESPONSIBILITIES

Within the framework of the STO Collaborative business model, the CSO through the six existing Panel Offices and the Modelling and Simulation Coordination Office (MSCO) provides executive and administrative support to the S&T activities.

Looking at NATO 2030, CSO will have to increase its workforce especially looking at better supporting the panels and office activities.

The positions 'title is panel assistant in the Operations and Coordination Division Front Office.

One Assistant will permanently assist a Panel and will report to the panel executive; the second will assist a Panel half time and report to the Executive Officer OPS and COORD.

But both functions are very similar with the need to remain very flexible.

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Functions include:

U nder the direction and supervision of the Panel Executive Officer or the OPS Executive Officer, the executive assistant is responsible for:

• Assisting in organizing support to Panel activities, such as business meetings, technical activities including Symposia, Specialists' Meetings, Workshops, Task Groups, Courses and other Panel functions.
• Supporting in the preparation of CallforPapers, Instructions to Authors, General Information Package, program announcements, preprints and proceedings of technical meetings ready for reproduction and dissemination.
• Maintaining records, contacts and database as required. Collaborating with colleagues to ensure an exchange of information. Administrative support to the various projects (e.g. events organization, publication process), respecting deadlines, resources and priorities.
• In coordination with the internal CSO support services, organizing administrative and logístical aspects for onsite Panel activities, such as Technical Team and Exploratory Team meetings.
• Followingup on the detailed and complex administrative support of Partners participants in Panel activities.
• Supporting contract procedures and followingup with all Panel contractors and Contracts Office (consultants, Panel Members, Partners and others).
• Preparing documents of nontechnical nature for signature.
• Providing assistance in the preparation of agendas and associated documents, collecting and preparing background material for committee sessions of the Panel.
• Supporting scientific messaging efforts by compiling Panel provided content for communication products.
• Taking care of classified mail and material.

Special Requirements and Additional Duties
Performing other related functions as directed by Panel Executive Officer or OPS Executive Officer.
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QUALIFICATIONS

ESSENTIAL

_Professional /Experience _:

• Threeyear experience in a responsible administrative job, in an international environment.
• Experience in the operation of computers, word processors and database software.
• Ability to carry out complex administrative tasks independently or with minimum supervision.

_Education/Training _:

• Have successfully completed a post highschool specialized education as a multilingual personal assistant, or demonstrated equivalent training.
• Be able to take notes and write meeting reports.

_Language _:

• Very Good knowledge of one of the two official NATO languages (

SLP:
4343) and a fair knowledge of the other (


SLP:
The work is mainly conducted in English.


DESIRABLE

The following would be considered an advantage:

_Professional /Experience _:

• Prior experience as an Assistant in a Scientific and/or Technological professional environment.

_Education/Training _:

• Advanced training in the use of office software suites.

_Language _:

• Very good knowledge of both NATO official languages.
• Knowledge of other European language(s).

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COMPETENCIES/PERSONAL ATTRIBUTES
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Personal Attributes

• Reliability, trustworthy, discreet, with high sense of responsibility.
• Good judgment.
• Ability to take initiative and to work independently. Should possess a flexible approach allowing the incumbent to respond reliably and competently to changing requirements.
• Willing to travel several times a year.
• Willing to accept occasional prolonged duty, especially on travel.
• Capable of working in a demanding scientific international environment.
• Personal qualities of tact, judgment, adaptability. Diplomacy and propriety in order to work harmoniously with colleagues and other staff, both civilian and military, from NATO and nonNATO Nations, as well as with staff from private scientific/industrial organisations.
  Managerial Responsibilities
• The incumbent is able to work independently whenever necessary and ensures the continuity of the Panel's activities on a daytoday basis as well as during absences of the Panel Executive.
• Manages administrative and logístical aspects of Panel events and supervises local support staff provided by the Host Nations at meetings.
  Professional Contacts
• Liaises with individuals in high level scientific inte