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Post Context
ACT contributes to preserving the peace, security and territorial integrity of Alliance member states by leading, at Strategic Command level, Warfare Development required to enhance NATO’s posture, military structures, forces, capabilities and doctrines.
The Protocol Branch manages all Protocol functions for HQ SACT. Plans, coordinates and executes all Protocol aspects of VIP visits to HQ SACT and HQ SACT sponsored VIP visits. Plans, coordinates and executes NATO and other official ceremonies within and outside HQ SACT
Staff Assistant assigned to the Protocol Branch is responsible for events, seminars and conferences, and as program manager for Protocol support functions including co-ordination of all arrangements for VIP visits and ceremonies.
Principal Duties
Supports planning, organization and conduct of Protocol level visits. (S)He is responsible for preparing the schedule of the events and deal with all the aspects of the visit such as welcome at Norfolk International Airport / US Naval Base Airport, transportation on base, Security, accommodation in the area, Escort Officers, luncheons, ship tours, spouse’ program.
Advises on matters related to the customs and regulations governing diplomatic formality, precedence and etiquette.
Acts as Project Officer, responsible for planning, organizing and conducting events/ceremonies. (S)He is also responsible coordinating the logistic aspects related to the ceremony (transportation on base, accommodation in the area, refreshments, Band support, Security etc.).
Supports the coordination of Visits and other Protocol events and the assists in managing the HQ Visits and Events Calendar.
Supports HQ SACT Protocol events conducted within and beyond NATO boundaries.
Coordinates the training within the Branch.
Coordinates and conducts HQ SACT Newcomers Briefings.
Supports the maintenance of the Protocol web-page such as historical DV Database.
Essential Qualifications / Experience
Higher Secondary education and completed higher vocational training leading to a formal technical or professional certification with 3 years function related experience, or Secondary education and completed advanced vocational training leading to a professional qualification or professional accreditation with 5 years post related experience.
Experience in protocol, event coordination, executive support, visitor management or administrative coordination (2-3 years)
Proven ability to work with event software (such as CVENT), Microsoft suite, and event technology
Proven ability of management of competing priorities in a high pace and high stress environment
Experience working for or with senior leaders in conduct of VIP visits, meetings and official events.
Experience working in a multinational and multicultural environment.
Language
English – SLP 3322 - (Listening, Speaking, Reading and Writing)
Desirable Qualifications / Experience
Experience working in a military, governmental, or international organization environment. French language
Attributes/Competencies
Personal Attributes
The work associated with this post requires a high level of tact and diplomacy as well as very good communication (both verbally and in writing) and excellent organization skills. Additionally, it requires:
Strong organizational, communication, and interpersonal skills. Ability to work independently, proactively, resourceful, and requires little supervision.
Ability to stay calm, tactful, and problem solve under high-pressure situations using diplomacy
Ability to work outside normal hours to include evenings mornings weekends often on short notice
Managerial Responsibilities
Post holder has control over daily work priorities; does not have any subordinates but will regularly have to lead and manage teams drawn together to support events/visits. Involved in a wide range of planning activities for a complex program of visits and events
Professional Contacts
The incumbent must develop and maintain professional contacts across the Command and externally on functional matters – this will involve committing other parts of the organization to a set program.
Contribution To Objectives
HQ SACT is a Strategic Command with a very heavy program of internal and external engagements. Protocol is at the leading edge of SACT’s external and internal communications strategy. Any shortfall in this area would rapidly undermine SACT’s key objectives. Post holder has control over daily work priorities.
Security Clearance The successful applicant will be required to apply for and receive a NATO SECRET Security Clearance prior to final confirmation of contract and commencement of employment.
Contract
Serving NATO International Civilian staff wi
