Administrative Assistant
NATOBelgium3 days ago
Full-timeAdministrative
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Primary Location
Belgium-Brussels
NATO Body
NATO International Staff (NATO IS)
Schedule
Full-time
Application Deadline
09-Nov-2025, 11:59:00 PM
Salary (Pay Basis)
4,051.52
Grade
NATO Grade G8-G10
IBAN’s mandate is to assure the Council and the governments of NATO member countries that funds were used according to authorization and that the financial statements are accurate and give a fair view of NATO’s financial situation. IBAN also evaluates NATO’s activities with regard to their economy, efficiency, and effectiveness.
In order to achieve this mandate, IBAN performs 3 types of audits:
The IBAN’s work is guided by the three core values of independence, integrity and professionalism:
The incumbent must:
The following would be considered an advantage:
Assist with the effective preparation and planning of NSIP audits, as well as financial statements and performance audits when necessary. Format and review NSIP audit reports for approval by the Board, issue approved NSIP audit reports and ensure NATO and internal IBAN databases are up to date. Perform necessary follow-up with the audit teams and ensure proper correspondence with NATO entities and Nations. Organise own workload to ensure the accurate and timely execution of duties.
Organisational Efficiencies
Provide constructive suggestions to improve office procedures. Find ways to be faster, better and more effective in managing information and using office tools. Contribute to the identification of opportunities for organisational efficiencies within one’s own field of expertise.
Information Management
In collaboration with other administrative staff, prepare and distribute documents for meetings of the Board. Ensure updating of the IBAN Access databases and maintain an effective follow-up and/or reminder system for pending actions within the section, as well as a general correspondence log for NSIP audits. Ensure that NSIP audit results are inputted to NATO databases in a timely and correct manner. Prepare and format different type of documents Ensure formatting of audit reports and documents prepared by IBAN are in accordance with IBAN and NATO standards. Oversee the paper flow into and out of the office including retrieving and organising correspondence/documents (including classified information). Work with the audit software used by IBAN to assist auditors in the conduct of the audits.
Expertise Development
Research data on NSIP, NATO entities and their audits, as directed. Proactively develop skills in areas such as planning, organisation, new technology, languages and effective communication. Liaise with other IBAN administrative staff to leverage knowledge.
Knowledge Management
Create and update the files needed for IBAN audit missions, including collection and filing of project documents in IBAN and NATO automated systems. In particular, maintain well-structured paper and electronic filing systems for NSIP and Board documentation.
Stakeholder Management
Liaise with points of contact to ensure efficiency in daily management of workload and processes, especially for Board Members, Middle Management, and audit staff when at the office in Brussels or abroad on mission. Be the point of contact for administrative questions concerning NSIP audits. Interact on a regular basis with the NATO Office of Resources (NOR). Maintain all lists of internal and external contacts.
Project Management
Maintain and update the IBAN internal collaborative sites. Maintain and improve the internal audit databases to meet the requirements and needs of IBAN.
Perform any other tasks as assigned.
Direct reports: N/a.
Indirect reports: N/a.
Contract clause applicable:
In accordance with the NATO Civilian Personnel Regulations, the successful candidate will receive a definite duration contract of three years, which may be followed by an indefinite duration contract.
If the successful applicant is seconded from the national administration of one of NATO’s member States, a 3-year definite duration contract will be offered, which may be renewed for a further period of up to 3 years subject to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years.
Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.
NOTE: Irrespective of previous qualifications and experience, candidates for twin-graded posts will be appointed at the lower grade. Advancement to the higher grade is not automatic, and will not normally take place during the first three years of service in the post.
Under specific circumstances, serving staff members may be appointed directly to the higher grade, and a period of three years might be reduced by up to twenty four months for external candidates. These circumstances are described in the IS directive on twin-graded posts.
Do you have questions on the application process in the system and not sure how to proceed? Click here for a video containing the information you need to successfully submit your application on time.
More information about the recruitment process and conditions of employment, can be found at our website (http://www.nato.int/cps/en/natolive/recruit-hq-e.htm)
Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate), approval of the candidate’s medical file by the NATO Medical Adviser, verification of your study(ies) and work experience, and the successful completion of the accreditation and notification process by the relevant authorities.
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.
NATO is committed to fostering an inclusive and accessible working environment, where all candidates living with disabilities can fully participate in the recruitment and selection process. If you require reasonable accommodation, please inform us during your selection process.
Candidates will be required to provide documented medical evidence to support their request for accommodation.
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.
Due to the broad interest in NATO and the large number of potential candidates, telephone or e-mail enquiries cannot be dealt with.
Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature, albeit at the same or a lower grade, provided they meet the necessary requirements.
The nature of this position may require the staff member at times to be called upon to travel for work and/or to work outside normal office hours.
The organization offers several work-life policies including Teleworking and Flexible Working arrangements (Flexitime) subject to business requirements.
Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment.
For information about the NATO Single Salary Scale (Grading, Allowances, etc.) please visit our website . Detailed data is available under the Salary and Benefits tab.
NATO does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. For more info please click here .
Belgium-Brussels
NATO Body
NATO International Staff (NATO IS)
Schedule
Full-time
Application Deadline
09-Nov-2025, 11:59:00 PM
Salary (Pay Basis)
4,051.52
Grade
NATO Grade G8-G10
- SUMMARY
IBAN’s mandate is to assure the Council and the governments of NATO member countries that funds were used according to authorization and that the financial statements are accurate and give a fair view of NATO’s financial situation. IBAN also evaluates NATO’s activities with regard to their economy, efficiency, and effectiveness.
In order to achieve this mandate, IBAN performs 3 types of audits:
- Financial audit – an examination of the financial statements of NATO entities to check whether they are true and fair and their funds were properly used in accordance with the regulations in force.
- Performance audit – an evaluation of the economy, efficiency, and effectiveness of NATO's activities, operations and programmes.
- NSIP audit – an examination of a cost statement presenting expenditures for investment projects, relating to, for example, infrastructure, equipment or information and communication systems implemented by NATO Nations or NATO entities.
The IBAN’s work is guided by the three core values of independence, integrity and professionalism:
- Independence:IBAN is solely responsible to the Council for its work. It neither seeks nor receives instructions from any other authority.
- Integrity:IBAN conducts its work in a fair, objective, balanced, unbiased, and non-political manner.
- Professionalism:IBAN’s work is planned, executed and reported in accordance with international auditing principles and standards.
- QUALIFICATIONS AND EXPERIENCE
The incumbent must:
- have a general education at least to higher secondary level;
- have a minimum of 4 years' experience in an administrative support role;
- have experience in using various software packages, in particular the Microsoft Office suite (Word, Excel, Outlook, PowerPoint, and SharePoint) or similar;
- have experience drafting, formatting, and editing official documents;
- demonstrate the ability to manage and prioritise multiple tasks simultaneously;
- demonstrate strong drive for teamwork, flexibility and resilience to changing requirements;
- have strong communication skills, both oral and written;
- possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; III (“Intermediate”) in the other.
The following would be considered an advantage:
- knowledge of document management/retrieval systems and database software such as MS ACCESS;
- an advanced level of English (level V) both oral and written;
- experience in using Enterprise Resource Planning (ERP) software;
- experience in maintaining and updating collaborative tools;
- have knowledge of auditing process, and
- a higher level of education.
- MAIN ACCOUNTABILITIES
Assist with the effective preparation and planning of NSIP audits, as well as financial statements and performance audits when necessary. Format and review NSIP audit reports for approval by the Board, issue approved NSIP audit reports and ensure NATO and internal IBAN databases are up to date. Perform necessary follow-up with the audit teams and ensure proper correspondence with NATO entities and Nations. Organise own workload to ensure the accurate and timely execution of duties.
Organisational Efficiencies
Provide constructive suggestions to improve office procedures. Find ways to be faster, better and more effective in managing information and using office tools. Contribute to the identification of opportunities for organisational efficiencies within one’s own field of expertise.
Information Management
In collaboration with other administrative staff, prepare and distribute documents for meetings of the Board. Ensure updating of the IBAN Access databases and maintain an effective follow-up and/or reminder system for pending actions within the section, as well as a general correspondence log for NSIP audits. Ensure that NSIP audit results are inputted to NATO databases in a timely and correct manner. Prepare and format different type of documents Ensure formatting of audit reports and documents prepared by IBAN are in accordance with IBAN and NATO standards. Oversee the paper flow into and out of the office including retrieving and organising correspondence/documents (including classified information). Work with the audit software used by IBAN to assist auditors in the conduct of the audits.
Expertise Development
Research data on NSIP, NATO entities and their audits, as directed. Proactively develop skills in areas such as planning, organisation, new technology, languages and effective communication. Liaise with other IBAN administrative staff to leverage knowledge.
Knowledge Management
Create and update the files needed for IBAN audit missions, including collection and filing of project documents in IBAN and NATO automated systems. In particular, maintain well-structured paper and electronic filing systems for NSIP and Board documentation.
Stakeholder Management
Liaise with points of contact to ensure efficiency in daily management of workload and processes, especially for Board Members, Middle Management, and audit staff when at the office in Brussels or abroad on mission. Be the point of contact for administrative questions concerning NSIP audits. Interact on a regular basis with the NATO Office of Resources (NOR). Maintain all lists of internal and external contacts.
Project Management
Maintain and update the IBAN internal collaborative sites. Maintain and improve the internal audit databases to meet the requirements and needs of IBAN.
Perform any other tasks as assigned.
- INTERRELATIONSHIPS
Direct reports: N/a.
Indirect reports: N/a.
- COMPETENCIES
- Clarity and Accuracy: Checks own work.
- Customer Service Orientation: Takes personal responsibility for correcting problems.
- Empathy: Listens actively.
- Flexibility: Acts with flexibility.
- Initiative: Is decisive in a time-sensitive situation.
- Organisational Awareness: Understands organisational climate and culture.
- Teamwork: Expresses positive attitudes and expectations of team or team members.
- CONTRACT
Contract clause applicable:
In accordance with the NATO Civilian Personnel Regulations, the successful candidate will receive a definite duration contract of three years, which may be followed by an indefinite duration contract.
If the successful applicant is seconded from the national administration of one of NATO’s member States, a 3-year definite duration contract will be offered, which may be renewed for a further period of up to 3 years subject to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years.
Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.
NOTE: Irrespective of previous qualifications and experience, candidates for twin-graded posts will be appointed at the lower grade. Advancement to the higher grade is not automatic, and will not normally take place during the first three years of service in the post.
Under specific circumstances, serving staff members may be appointed directly to the higher grade, and a period of three years might be reduced by up to twenty four months for external candidates. These circumstances are described in the IS directive on twin-graded posts.
- USEFUL INFORMATION REGARDING APPLICATION AND RECRUITMENT PROCESS
- For NATO civilian staff members only: please apply via the internal recruitment portal ( link );
- For all other applications: www.nato.int/recruitment
Do you have questions on the application process in the system and not sure how to proceed? Click here for a video containing the information you need to successfully submit your application on time.
More information about the recruitment process and conditions of employment, can be found at our website (http://www.nato.int/cps/en/natolive/recruit-hq-e.htm)
Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate), approval of the candidate’s medical file by the NATO Medical Adviser, verification of your study(ies) and work experience, and the successful completion of the accreditation and notification process by the relevant authorities.
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.
- ADDITIONAL INFORMATION
NATO is committed to fostering an inclusive and accessible working environment, where all candidates living with disabilities can fully participate in the recruitment and selection process. If you require reasonable accommodation, please inform us during your selection process.
Candidates will be required to provide documented medical evidence to support their request for accommodation.
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.
Due to the broad interest in NATO and the large number of potential candidates, telephone or e-mail enquiries cannot be dealt with.
Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature, albeit at the same or a lower grade, provided they meet the necessary requirements.
The nature of this position may require the staff member at times to be called upon to travel for work and/or to work outside normal office hours.
The organization offers several work-life policies including Teleworking and Flexible Working arrangements (Flexitime) subject to business requirements.
Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment.
For information about the NATO Single Salary Scale (Grading, Allowances, etc.) please visit our website . Detailed data is available under the Salary and Benefits tab.
NATO does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. For more info please click here .
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