Senior Coordinator; Protocol and Conference Services

POST CONTEXT

The Protocol and Conference Services Branch is responsible for organizing high‑level meetings, conferences, and official visits involving senior military leaders, government officials, and distinguished guests at NATO's strategic military headquarters, SHAPE. The successful candidate will coordinate the day‑to‑day operations of the branch, manage administrative and workflow processes, and support the planning and execution of conferences, meetings, and VIP engagements. The role requires strong organizational, coordination, and stakeholder‑management skills, working closely with military and civilian partners across NATO and member nations.

• Serve as the principal coordination officer for the Protocol and Conference Services Branch, ensuring effective support to SHAPE leadership, senior staff, and official visitors.
• Plan, coordinate, and oversee high‑level conferences, meetings, ceremonies, and VIP visits, both at SHAPE and at external locations, ensuring successful delivery of all protocol requirements.
• Provide expert advice on military, diplomatic, and organizational protocol matters, guiding senior leaders and staff on policy, precedence, and best practices.
• Manage branch operations and administration, including task management, workflow coordination, scheduling, reporting, and staff support activities.
• Coordinate with NATO headquarters, military commands, government agencies, and external stakeholders to ensure seamless planning and execution of official engagements and visit programmes.
• Develop, implement, and improve protocol and conference service policies, procedures, and business processes across Allied Command Operations (ACO).
• Manage protocol‑related resources and budgets, including hospitality funds, conference support requirements, contracts, and relationships with service providers and venues.
• Act as deputy to the Head of Protocol and Conference Services, representing the branch when required and contributing to staff training and professional development initiatives.

The incumbent may be required to undertake deployments in support of military operations and exercises, and/or TDY assignments, both within and without NATO boundaries up to 180 days. The employee may be required to perform a similar range of duties elsewhere within the organization at the same grade without any change to the contract. In order for the command to deal with emergent requirements, the incumbent may be required to perform other related duties as directed;

in particular the incumbent can expect to work as an action officer for visits when required to do so, to include Chateau and other local off‑site events.

The risk of injury is categorised as No risk / risk might increase when deployed.

Professional/Experience

• Experience in international military and/or civilian customs, courtesies, rules of etiquette and protocol. Experience in dealing with very senior officers and civilian officials.
• Experience managing and scheduling complex programmes, events, major ceremonies, and conferences.
• Excellent organisational and communication skills.

Education/Training

University Degree and 4 years post related experience, or Higher Secondary education and completed advanced vocational training leading to a professional qualification or professional accreditation with 7 years post related experience. In case of ambiguity the required job specific experience has priority over the standard education and training levels and experience described here.

Language

• English – SLP 3333 – (Listening, Speaking, Reading and Writing)
• French – SLP 2222 – (Listening, Speaking, Reading and Writing)

• Administrative experience in a military headquarters and/or international organization.
• Familiarity with NATO military structure.

• Excellent interpersonal, communication, and stakeholder engagement skills, with the ability to build effective relationships across military, governmental, and commercial organizations.
• Strong diplomatic, negotiation, and influencing skills, with sound judgement and the ability to work confidently with…