Staff Assistant (Library) NATO grade B-3

1.    Post Context:
The Library & Knowledge Section (LKS) supports all academic activities of the College by recommending and communicating appropriate reference materials, and by fostering knowledge sharing across the College’s research programme and activities.

2.    Reporting Lines:
The incumbent reports to the Head Library & Knowledge Section (LKS).

3.    Principal Duties:
The Staff Assistant (Library) is responsible for:
a.    Performing all tasks related to metadata description, classification and indexing of printed and electronic material, and entering data in the Library Information System for the:
-    Academic material purchased by the Library and Knowledge Centre (LKC).
-    Academic material published by the College.
-    Audio-visual material produced by the College.
-    Academic, technical and teaching material discovered on the Web and not purchased by the LKC.
b.    Assisting in the administration of the collections by:
-    Assisting with the inventory of the LKC collection of books.
-    Monitoring the circulation of printed books, journals, databases and e-books, in compliance with LKC policies.
-    Implementing procedures for InterLibrary loans.
-    Co-ordinating the yearly binding programme.
-    Collecting all Senior Course’s material to update the Academic Archives.
c.    Assisting in the maintenance of the LKC intranet by:
-    Filling the selected material in the knowledge management repositories.
-    Assisting Faculty Advisors in the review of bibliographic lists for their Courses guides.
-    Preparing for each Study Period, all resources recommended in the Course guides.
d.    Performing the tasks of direct assistance to users, such as:
-    Providing helpdesk for the use of the Library on-line catalogue.
-    Providing assistance to users in search of bibliographic material.
-    Providing guidance to users for the proper use of LKC equipment.
e.    Performing the normal secretarial tasks to ensure a smooth running of the LKC office.

4.    Special Requirements and Additional Duties:
The incumbent may be required to perform additional related duties.
5.    Essential Qualifications:
Professional/Experience:  At least 3 years post related experience in libraries, knowledge centres and similar institutes. Experience in cataloguing standards and library and information management systems, helpdesk and service to users and customers support. Good communication skills. Excellent knowledge of Microsoft Office Applications WORD, EXCEL, library service platform, and good internet research experience.

Education/Training: Diploma of secondary education and vocational training or equivalent education leading to a professional qualification or professional accreditation in the field of library and information science.

Language Requirements: English SLP 3333 and French SLP 2222 – STANAG 6001

6.    Desirable Qualifications:
Professional/Experience: Experience with KLC computer applications and Knowledge sharing systems. Experience to work in an international and team environment.
Language Requirements: English SLP 4443 and French SLP 3333 – STANAG 6001. Fair working knowledge of Italian.

7. Personal Attributes: The incumbent must be able to receive and deal with visitors at all levels.  The Staff Assistant must be capable of taking initiative as the occasion demands and respond reliably and competently with good judgment. He/she should have good communication skills, and a good sense of organization. The Staff Assistant must put in practice skills of accuracy and precision when entering data in any database, to respect data integrity and data consistency. The incumbent must also be willing to learn and maintain further proficiency with modern LKC equipment and with professional literature.
Professional contacts: The incumbent liaises with external suppliers, but also with other libraries or institutes as required.
Contribution to the objectives: With his/her in-depth knowledge of the collections and an outstanding availability to deal with any particular question, the incumbent is a valuable asset to the LKC. The Staff Assistant shares the collective responsibility to monitor the general tidiness of the premises and to maintain the LKC an attractive place where to study.

8. Remarks: Security Clearance: NATO Secret
9. Contract:
Serving NATO civilian staff will be offered a contract according to the NATO Civilian Personnel Regulations.
Newly recruited staff will be offered a definite duration contract of normally 2 plus 3 years in duration and followed by an indefinite duration contract.
If the successful applicant is seconded from a national administration, he/she will be offered a two year definite duration contract which may be renewed for a further period not exceeding six years and/or the length of the approved secondment.
Applications from NATO redundant staff members of the same grade will be considered according to the terms of art. 57.2, Chapter XII to NATO Civilian Personnel Regulations.

10. Additional Information:
Appointment will be subject to receipt of a Security Clearance (provided by the national authority of the selected candidate) and approval of the candidate’s medical file by the NATO Medical Adviser.
Please note that only applications from nationals of NATO member countries can be accepted.
Current and previous civilians working for NATO or any Coordinated Organization, shall indicate their last grade and step held (next to job title), and specify the name of employing NATO body or Coordinated Organization.
NATO salary structure will be subject to future adjustment in accordance with North Atlantic Council (NAC) decisions to introduce single salary spine. This post will be described then as NATO grade G8 (B3).
Due to the large amount of applications received, telephone or e-mail enquiries cannot be dealt with. In order to follow the status of the vacancy please refer to NDC webpage: www.ndc.nato.int/about/jobs.php.

NATO is an equal opportunities employer, and does not discriminate on the grounds of gender, race or ethnic origin, religion, nationality, disability, sexual orientation or age, according to the NATO Civilian Personnel Regulations.
A written test will be held as part of the selection procedure.

The ongoing NDC organizational review might have an impact on its structure and on the duties of this post.