ORIGINAL : English CLEARANCE : NATO SECRET DATE VALIDATED : 31 August 2018 VALIDATED BY : F. Pedersen
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1 ORIGINAL : English CLEARANCE : NATO SECRET DATE VALIDATED : 31 August 2018 VALIDATED BY : F. Pedersen ORGANISATION : AIR AND LAND COMBAT SYSTEMS PROGRAMME OFFICE, Programme Support Office POSITION No. : LM-236 TITLE : Chief of Office GRADE : A-3 JOB CODE : A643 DUTY LOCATION : Capellen, LUX SUMMARY The incumbent is responsible to the Programme Manager (PM) for all management aspects of the Section, for the planning and development of the general administrative activities of the Programme Office and for the coordination of such activities with customers, other Business Units and Support Divisions. More precisely, he/she is responsible for performing the following functions: RESPONSIBILITIES General Responsibilities Managing, both from a technical and administrative point of view, the personnel assigned to the Office. Supporting the PM in developing and monitoring the implementation of strategic and tactical plans and projects for the business development of the Programme Office. Providing timely advice and insight on project developments and their impact on ongoing activities and plans of the Programme Office. Assisting the PM in coordinating, managing and implementing actions, reports and policies in all aspects of the Programme Office s activities. Assisting the PM in overseeing the work of Branches and project teams and monitoring the implementation of the PM's decisions within the Programme Office. Supporting project coordinators in preparing multi-year financial planning and monitoring project expenditures. Providing guidance to projects coordinators on resource policy, practices and NATO support procedures. Monitoring and coordinating the preparation of Support Partnership (SP) Agreements, Programme Directives, Sales Agreements (SAs), Memoranda of Understanding (MOU) and Letter of Acceptance (LoA) for which the Programme Office is responsible. Participating in the Support Partnership Committees (SPCs) and other meetings as directed by the PM and drafting relevant agendas, Decision Sheets (DS) and summary records. Justifying annual Organisation and Personnel Establishment (O&PE) proposals and preparing documents for the PM's final approval. Developing, coordinating, implementing and controlling general administration in relation with customer projects. Analysing statistical financial data. LM-236 NATO UNCLASSIFIED FILE 2018
2 Preparing correspondence, presentations, reports, database queries and statistics as required using modern office automation equipment and software. Performing other related functions as required in peacetime and any other appropriate functions assigned in times of crisis or war. In the event of crisis or war the incumbent will, subject to the agreement of his/her national authorities, remain in the service of the Agency. Specific Responsibilities Performing the secretarial functions for specific Support Partnership Committees (SPCs), as assigned by the Programme Manager. Liaising for SPC matters with the Independent Secretariat of the NATO Support and Procurement Organisation (NSPO), as required. Leading the Office ensuring sustained and quality delivery of the Office portfolio. Leading the drafting and development of the Programme Office planning and reporting documentation. Leading the implementation in the Programme Office of the performance management systems, including Key Performance Indicators (KPIs) and management dashboards to monitor business performance and providing advice to the PM and Chiefs of Branch on their implementation. Coordinating inputs/activities related to Risk Management with the Quality Focal Point (QFP), under the guidance of the PM. Managing employee performance in line with applicable governing instructions. QUALIFICATIONS General Qualifications University degree or equivalent education. Sound experience in coordinating, planning, and controlling functions acquired in the Agency or in a similar organisation, including knowledge of budget environment. Ability to produce succinct, well-structured and effective staff papers, presentations and correspondence. Ability to cooperate with Country Liaison Representatives (CLRs) and supervisors at various levels. Ability to facilitate/present persuasively and negotiate effectively to achieve desired outcomes. Ability to manage time and work effectively under pressure while producing quality products under shortnotice deadlines. Ability to develop resourceful and effective solutions to problems (including HR), to focus team on performance goals and expectations, to track metrics and measure performance, and to engage problems early to mitigate risk and redirect performance. Knowledge of information systems at end-user level with experience in using personal computers and software packages. Specific Qualifications Excellent organisational skills. Good interpersonal skills and ability to interact with staff and national representatives at different levels. Good ability to analyse numerical data using software tools. LANGUAGE QUALIFICATIONS NATO's two official languages are English and French. The work of this post is mainly conducted in English, therefore fluency in that language is essential and working knowledge of French is desirable. LM-236 NATO UNCLASSIFIED FILE 2018
3 DESIRABLE QUALIFICATIONS N/A PERSONAL CHARACTERISTICS Possessing honesty with a positive "can-do" attitude and spirit of cooperation; ability to lead teams working together toward established objectives. Possessing passion and motivation together with effective communication skills, to create a spirit of cooperation in order to build complementary interpersonal relationships with internal/external customers and stakeholders. Possessing emotional intelligence/self-control to remain calm in the face of adversity/conflict while remaining flexible/adaptable to emerging requirements. All NSPA personnel are expected to conduct themselves in accordance with the current NATO Code of Conduct agreed by the North Atlantic Council (NAC), and thus display the core values of integrity, impartiality, loyalty, accountability, and professionalism. ADDITIONAL INFORMATION N/A LM-236 NATO UNCLASSIFIED FILE 2018
4 ORIGINAL : Anglais HABILITATION : NATO SECRET DATE DE VALIDATION : 31 août 2018 VALIDÉ PAR : F. Pedersen ORGANISATION : BUREAU DE PROGRAMME "SYSTÈMES DE COMBAT AÉRIEN ET TERRESTRE", Bureau "soutien du bureau de programme" POSTE N o : LM-236 TITRE : Chef de bureau GRADE : A-3 CODE POSTE : A643 LIEU D'AFFECTATION : Capellen, LUX RÉSUMÉ Responsable envers le gestionnaire de programme, le/la titulaire est chargé(e) de tous les aspects de gestion de la section, de la planification et de l'élaboration des activités administratives générales du bureau de programme et de la coordination de ces activités avec les clients, les autres unités opérationnelles et les divisions de soutien. Il/Elle exerce, plus précisément, les fonctions suivantes : RESPONSABILITÉS Responsabilités générales gérer, des points de vue à la fois technique et administratif, le personnel affecté au bureau ; aider le gestionnaire de programme à élaborer et à suivre la mise en œuvre des plans et projets stratégiques et tactiques destinés au développement des activités du bureau de programme ; fournir en temps utile des conseils et des avis sur les évolutions des projets ainsi que leur incidence sur les activités et plans en cours d'exécution du bureau de programme ; aider le gestionnaire de programme à coordonner, à gérer et à mettre en œuvre les mesures, les rapports et les politiques dans tous les domaines d'activité du bureau de programme ; aider le gestionnaire de programme à superviser les travaux des branches et des équipes de projet et à assurer le suivi de l'exécution, au sein du bureau de programme, des décisions du gestionnaire de programme ; aider les coordonnateurs de projet à établir la planification financière pluriannuelle et à assurer le suivi des dépenses liées aux projets ; fournir des orientations aux coordonnateurs de projet concernant la politique générale relative aux ressources, les pratiques et les procédures de soutien de l'otan ; assurer le suivi et coordonner la préparation des accords d'association de soutien, des directives de programme, des accords de vente, des mémorandums d'entente (MOU) et des lettres d'acceptation (LOA) dont le bureau de programme est responsable ; participer aux réunions de comités d'association de soutien et à d'autres réunions selon les instructions du gestionnaire de programme et rédiger les ordres du jour, relevés de décisions et procès-verbaux correspondants ; assortir de justifications les propositions annuelles relatives à l'organisation et au tableau d'effectifs et établir les documents à l'intention du gestionnaire de programme pour approbation définitive ; élaborer, coordonner, mettre en œuvre et contrôler les activités d'administration générale liées aux projets des clients ; analyser les statistiques concernant les données financières ; LM-236 NATO SANS CLASSIFICATION DOSSIER _18#1xx.docx
5 établir, selon les besoins, de la correspondance, des exposés, des rapports, des requêtes d'interrogation de base de données et des statistiques en utilisant des matériels et logiciels modernes de bureautique ; exercer d'autres fonctions connexes selon les besoins en temps de paix et toutes autres fonctions appropriées qui lui seront confiées en période de crise ou en temps de guerre. En cas de crise ou de guerre, le/la titulaire restera au service de l'agence, sous réserve de l accord de ses autorités nationales. Responsabilités particulières assurer les fonctions de secrétariat de certains comités d'association de soutien, selon les instructions du gestionnaire de programme ; assurer la liaison, pour les questions liées aux comités d'association de soutien, avec le secrétariat autonome de l'organisation OTAN de soutien et d'acquisition (NSPO) en fonction des besoins ; assurer la direction du bureau en veillant à ce que l'exécution de toutes les missions du bureau soit constante et de qualité ; piloter la rédaction et l'élaboration de la documentation du bureau de programme relative à la planification et aux comptes rendus ; piloter, au sein du bureau de programme, la mise en œuvre des systèmes de gestion des performances, notamment des indicateurs clés de performance et des tableaux de bord de gestion, en vue d'assurer un suivi des performances opérationnelles, et fournir des conseils au gestionnaire de programme et aux chefs de branche à propos de leur mise en œuvre ; coordonner les informations/activités relatives à la gestion des risques avec le "point de contact qualité", selon les orientations du gestionnaire de programme ; assurer la gestion des performances des employés conformément aux instructions réglementaires applicables. QUALIFICATIONS Qualifications générales Diplôme d'études supérieures ou formation équivalente. Solide expérience de la coordination, de la planification et de la supervision, normalement acquise au sein de l'agence ou d'un organisme similaire, y compris une connaissance des mécanismes budgétaires. Aptitude à élaborer des documents, des exposés et de la correspondance d'état-major de manière concise, bien structurée et efficace. Aptitude à travailler en coopération avec les représentants de liaison des pays et les chefs de service à différents niveaux. Aptitude à animer/exposer avec conviction et à mener des négociations efficaces permettant d'atteindre les résultats souhaités. Aptitude à gérer le temps et à travailler efficacement sous pression tout en fournissant des prestations de qualité dans de brefs délais. Aptitude à mettre au point des solutions ingénieuses et efficaces aux problèmes (y compris en ce qui concerne les ressources humaines), à mobiliser une équipe sur les résultats visés et attendus, à suivre les indicateurs et à mesurer les prestations, et à traiter tôt les problèmes afin d'atténuer les risques et de réorienter l'exécution du travail. Connaissance des systèmes d'information au niveau de l'utilisateur final, assortie d'une expérience en matière d'utilisation d'ordinateurs personnels et de progiciels. Qualifications particulières Excellentes compétences en matière d'organisation. Bonnes aptitudes en matière de relations humaines permettant de gérer les relations avec des membres du personnel et des représentants nationaux à différents niveaux. Bonne aptitude à analyser des données chiffrées au moyen d'outils logiciels. CONNAISSANCES LINGUISTIQUES Les deux langues officielles de l'otan sont l'anglais et le français. La langue de travail à ce poste étant principalement l'anglais, il est essentiel d'avoir une bonne maîtrise de cette langue et une connaissance pratique du français est souhaitable. LM-236 NATO SANS CLASSIFICATION DOSSIER 2018
6 QUALIFICATIONS SOUHAITABLES S.O. QUALITÉS PERSONNELLES Honnêteté, attitude positive et volontaire et esprit de coopération ; capacité à diriger des équipes travaillant en coopération à la réalisation des objectifs fixés. Passion et motivation alliées à une aptitude à communiquer efficacement, afin de créer un esprit de coopération pour pouvoir nouer des relations interpersonnelles de complémentarité avec les clients internes et externes ainsi qu'avec les parties prenantes. Intelligence émotionnelle/maîtrise de soi lui permettant de garder son calme face à l'adversité ou dans des situations conflictuelles tout en restant souple et capable de s'adapter à de nouveaux besoins. Il est attendu de tous les membres du personnel de la NSPA qu'ils se comportent conformément au texte en vigueur du Code de conduite de l'otan adopté par le Conseil de l'atlantique Nord et qu'en conséquence, ils incarnent les valeurs fondamentales que sont l'intégrité, l'impartialité, la loyauté, le sens des responsabilités et le professionnalisme. INFORMATIONS COMPLÉMENTAIRES S.O. LM-236 NATO SANS CLASSIFICATION DOSSIER 2018
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