Governance Support Specialist; NAM Programme

SUMMARY

The NATO-Wide Coordination (NWC) Office is an independent office that supports enhanced governance, coherence, and institutional alignment across NATO agencies and bodies. The independent Office reports to the Secretary General through the Director General for Management. NWC serves as the central point of coordination between NATO Headquarters and the governance structures of NATO's executive bodies, ensuring integrated support to Agency Boards and alignment with NATO's strategic priorities.

The incumbent supports the NATO Airlift Management (NAM) Programme and the Strategic Airlift Capability (SAC) Boards and Committees and is responsible for NATO Support and Procurement Organisation (NSPO) and specifically SAC/NAM governance matters. They perform administrative tasks in support of the Boards and their subordinate bodies.

The post is located in Capellen, Luxembourg.

• have a general education at least to secondary level;
• have at least 6 years of experience in administration/secretariat duties;
• possess excellent written and verbal communication skills;
• demonstrate a sound judgement when communicating with personnel at all levels, including senior military and civilian officials;
• possess the following minimum levels of NATO's official languages (English/French): V ("Advanced") in one; I ("Beginner") in the other.

The following would be considered an advantage:

• experience providing governance and administrative support within an international and multicultural organisation;
• knowledge of Microsoft SharePoint administration;
• experience supporting budget preparation and monitoring.

Provide context analysis to the Senior Governance Officer (NAM Programme) on SAC/NAM governance matters. Assist in developing guidelines for the format, accuracy and quality of documents submitted to the SAC Steering Board (SB), the NAM Programme Board (PB) and their subordinate bodies. Organise and support SAC SB/NAM PB meetings and related social events. Arrange travel and meeting schedules. Serve as Secretary of the SAC Personnel Conference in the absence of the Senior Governance Officer.

Deputise secretariat functions as required.

Ensure timely and accurate input, distribution and follow‑up of all documents related to the SAC SB, NAM PB and their subordinate bodies. Produce and maintain tools to track the implementation of SAC SB/NAM PB decisions. Maintain effective follow‑up mechanisms for correspondence and documentation. Support preparation of standardized documentation and maintain the governance document index.

Assist the Senior Governance Officer in liaising with key stakeholders of the SAC/NAM Programme, including Chairpersons, Nations, senior management from the NAM Programme Office and the Heavy Airlift Wing. Respond to queries from SAC/NAM national representatives and NATO Support and Procurement Agency (NSPA) staff to ensure procedures are observed. Liaise with NSPA and Programme Office personnel to ensure document consistency, accuracy and timely provision.

Monitor NSPO Secretariat expenditures related to NAM Programme activities and work in close coordination with the NSPO Budget Fund Manager on the administration of the NAM‑related budget.

Perform any other related duty as assigned.

Reporting Line:
The incumbent reports to the Senior Governance Officer (NAM Programme).

Interactions:
The incumbent interacts regularly with NAM Programme Board Chairpersons, national representatives, NSPA NAM Programme Office staff, the NSPO Secretariat, the NSPO Budget Fund Manager, and relevant NSPA and International Staff Divisions and Independent Offices.

Direct reports: N/A

Indirect reports: N/A

• Clarity and Accuracy: monitors others' work for clarity.
• Customer Service Orientation: takes personal responsibility for correcting problems.
• Empathy: reads non‐verbal cues and understands meanings.
• Flexibility: adapts to unforeseen situations.
• Initiative: is decisive in a time‐sensitive situation.
• Organisational Awareness: understands organisational climate and culture.
• Teamwork:…