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Planning Team Staff Assistant


Vacancy Number: 23/017

Job Title: Planning Team Staff Assistant

Basic Monthly Salary: $6,577.93, not exempt from taxation

Joint Force Command Norfolk (JFCNF) is seeking to hire a Planning Team Staff Assistant Manager to support planning and execution of Exercises, in particular STEADFAST DEFENDER 24 (STDE24), and related events (Planning conferences, Battle Staff Training etc.).


JFCNF Headquarters is located in Norfolk, Virginia and it is the only operational NATO command in the United States. JFCNF serves as the bridge between Europe and North America and was established to project stability, deter aggression and defend NATO’s allies in the North Atlantic and High North, from seabed to space.


Location: Norfolk, VA, USA

Directorate: J7 Division

Security Clearance Required: NATO Secret

Post Context/Post Summary

JFCNF provides a Joint Headquarters to plan, prepare and conduct operations to support NATO’s core tasks at the Joint Operational Level, as directed by the Supreme Allied Commander Europe (SACEUR).

The Plans Directorate is responsible for the planning, direction, monitoring, assessment and coordination of all planning, readiness, partnership and engagement staff functions.

The J7 Division directs, monitors and coordinates exercises, training, readiness and doctrine development in the areas of regional focus/interest for both standing element and augmentation.

The Training & Exercise (TREX) Branch is responsible for planning, developing, programming, organizing and conducting collective training and exercise events for the validation and certification of assigned headquarters and forces.

The incumbent is responsible for supporting the Central Planning Team in the management and administration of exercises, with particular emphasis on Ex STDE 24.

Principal Duties

The incumbent's duties are:

a) Assists Team Leaders and Staff Officers in the planning, development, coordination and implementation of preparation events in order to prepare staffs for the execution and conduct of exerises, in particular STDE24.

b) Assists Team Leaders and Staff Officers with organizing, preparing and participating in various exercise planning meetings (J7 Daily BR, Deadlines, Core Planning Team Meetings, Exercise Specification Conferences, Main Planning Conferences, Final Coordination Conferences, MEL-MIL Workshops, etc.).

c) Takes part in preparatory meetings internally and with other HQs.

d) Edits, organises and maintains exercise training/ planning documents and reports (Exercise Plan - EXPLAN).

e) Perform all administrative tasks in support of the Officer of Primary Responsibility (OPR) including site surveys, conferences, meetings, office preparation, execution, and post-exercise activities. Ensure the participation of designated meetings/conferences attendees in accordance with reference documents.

f) Ensures production and distribution of exercise documents to the Core Planning Team (CPT) and other stakeholders.

g) Update and maintain electronic libraries as directed, including maintaining a live RFI/Issues tracker.

h) Identify and fulfil the administrative support for the J7 TREX team including office supplies, telecommunications and network support, transportation, and real-life support.

i) Advise the OPR and staff members on items of interest.

j) Undertakes work as part of a project team or working group as directed or assigned.

Special Requirements and Additional Duties

The employee may be required to perform a similar range of duties elsewhere within the organisation at the same grade without there being any change to the contract.

The work is normally performed in a Normal NATO office working environment.

Normal Working Conditions apply.

The risk of injury is categorised as: No Risk

Essential Qualifications

a. Professional/Experience

1) Demonstrable knowledge of contemporary Information and Knowledge management principles and practices.

2) Experience with information sharing in portal based solutions for electronic publication.

3) Electronic Document Management Systems and SharePoint experience.

4) Experienced practitioner with professional background in administration or office assistance.

b. Education/Training

Higher Secondary education and completed higher vocational training in library, information science, management information systems, computer science or related discipline leading to a formal technical or professional certification with 3 years function related experience, or Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 5 years post related experience.

c. Language

English - SLP 3333 (Listening, Speaking, Reading and Writing).

NOTE: The work both oral and written in this post and in this Headquarters as a whole is conducted mainly in English.

Desirable Qualifications

a. Professional Experience

1) Experience / knowledge of operational concepts and training at national or international level.

2) Experience in exercise planning or in operations planning.


Personal Attributes

The range of personal attributes required for this post are very demanding and exacting, but without them, the function will fail. Foremost, an analytical mind is needed to identify and evaluate complex facts and matters; independent judgement and decision-making skills are prerequisites. Inter-personal skills must also be highly developed. The post holder will be working in an international community where different cultural values and styles exist. The holder will need to be able to work successfully with staff at all levels of the organisation, from the lower ranks during the analysis work up to the highest levels when presenting findings and recommendations. This requires tact, judgement and agility. High standards of personal and professional behaviour and moral courage are also needed, as not all reviews and recommendations will be welcomed. Excellent communication skills are also a premium asset. A team player is also a key attribute.

a. Professional Contacts

Must be able to liaise effectively both within and outside the HQ with international military and civilian personnel up to the OF-5 level. Outside contact include senior officials in SHAPE, other NATO HQs and NATO and national government agencies.

b. Contribution to Objectives

The work of the incumbent impacts both directly and indirectly to the work and objectives of JFCNF. The work will directly impact the strategic objectives of the organisation and will refine the efficiency and effectiveness of the management process to deliver capabilities.

This post reports to: Branch Head (Training and Exercise)


Duration of contract: not to exceed 12 months. Upon budgetary approval, a further contract may be offer.

In view of the nature and of the urgency of the temporary positions we are looking to fill, it is important for candidates to be available for temporary employment on short notice. In practice, this implies either being in possession of valid NATO security clearance at the time of application, or having been in possession of such a clearance with the possibility to reactivate it swiftly. We therefore only encourage applications for temporary positions if you are already, or have previously been, in possession of a valid NATO security clearance.


Applications are to be submitted via email to JFCNFSPTJ1Recruitment@jfcnf.nato.int and include a Cover Letter (max 1 page), Curriculum Vitae (max 2 pages), relevant certifications and two professional references.

DO NOT include the following information: Classified or government sensitive information; Social Security Number; Photos of yourself; Personal information, such as age, gender, religious affiliation, etc.; or encrypted and digitally signed documents.

Current and past civilians working for NATO or any Coordinated Organisation, shall indicate their last grade and step held (next to job title), and specify the name of employing NATO body or Coordinated Organisation.


A) Only nationals from the 30 NATO member states can apply for vacancies at JFCNF.

B) Applications are automatically acknowledged within one working day after submission. In the absence of an acknowledgement please make sure the submission process is completed, or, re-submit the application.

C) Due to limited capacity, we are unable to accommodate Candidates’ individual telephones or e-mail enquiries. All candidates will receive an answer indicating the outcome of their application.

D) Feedback will not be provided to unsuccessful applicants.





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Norfolk, VA 23551-2490

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