POST NO. OJS HHXX 0030
JOB TITLE: Event Manager
NATO GRADE: G-12/B-5
DIRECTORATE: NATO STRATEGIC DIRECTION SOUTH (NSD-S) HUB
DUTY LOCATION: HQ JFCNP Lago Patria
SECURITY CLEARANCE: NATO S E C R E T
1. Post Context/Post Summary
Headquarters Allied Joint Force Command Naples provides a resilient, static Joint headquarters to plan, prepare and conduct operations across all domains from Baseline Activities and Current Operations (BACO), including deterrence, through Crisis, up to the Maximum Level of Effort (MLE), in order to support NATO’s three core tasks, at the Joint Operational level, as directed by SACEUR. Supported by the Single Service Commands, Allied Joint Force Command Naples integrates allocated forces, including NATO Force Structure entities, and synchronises activity to achieve operational objectives. It maintains comprehensive, regional focused, situational awareness, leads contingency planning and directs exercises. It also provides out-of-theatre support to enduring NATO operations and could contribute specific Joint competencies to other NATO Command Structure or NATO Force Structure entities. It is capable of commanding a Joint Task Force operating within or beyond SACEUR’s Area of Responsibility, with theatre enablement provided by a dedicated Joint Logistic Support Group Headquarters. It has the capability to deploy tailored elements to enable reconnaissance, liaison, and coordination, and support the Joint Commander. Synchronizes and integrates Joint and Combined armed forces within the Joint Operational Area (JOA) in support of a Joint Task Force.
The NATO Strategic Direction -South Hub (NSD-S Hub) contributes to information sharing, situational awareness and comprehensive understanding for both the operational and strategic levels to inform decision making. Monitor and assess the dynamics in the operating environment of the South and contribute to coordination and synchronisation of NATO’s activities in the South.
The Support Cell is responsible for providing the necessary management and oversight support to internal NSD-S Hub processes, to include the management of the financial resources allocated to the NSD-S Hub
The incumbent provides planning, coordination and execution of travel and event contracting requirements to the NSD-S Hub and is responsible for the overall management and control of all event-related NSD-S Hub administration, activities and tasks and is responsible for budgeting and contracting including venue selection and managing the participants’ financial requirements.
2. Principal Duties
The incumbent's duties are:
- Develop event planning, design and production while managing all project delivery elements within established time limits;
- Managing multiple events and activities simultaneously;
- Liaising with clients to understand event briefs and objectives for events;
- Taking end-to-end ownership of the event planning and management process;
- Ensuring that all events are planned and executed within the agreed budget;
- Finding and booking suitable event venues, contractors and suppliers;
- Ensuring strict legal compliance across all events;
- Attending events and managing the events and requirements on-site;
- Manage and liaise with stakeholders to identify their needs and to ensure fulfilment, in accordance with the NATO’s directives and regulations in a timely manner;
- Conduct market research, gather information and gather best offers prior to closing any deal;
- Assist project leaders and OPRs in developing state of requirements in accordance with NATO Financial regulations, rules and procedures;
- Acts as the COTR for the Hub;
- Assists and advises project leaders and OPRs in the in the development of the event-related aspects of projects;
- Proposes and submits new event-related processes and practices, and practices tailored to the Hub, in support of its activities, when needed;
- Proposes ideas to improve existing services and event quality to facilitate contracting and budgeting with external organizations;
- Organizes facilities and manages all event details such as decor, catering, entertainment, transportation, location, invitee list, special visitor/panellist requirements, equipment, read-ahead packages, etc.
- Responsible for managing and co-ordinating arrangements for billeting, transportation and logistical support for NSD-S Hub guests and partners;
- Manages and oversees the Hub credit card activities in a timely manner;
- Ensures compliance with insurance, legal, health, administrative procedures and safety obligations;
- Supports the Executive Officer in planning, monitoring and execution of the budget.
- Submits budget estimates and required supporting information as required.
3. 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.
4. Essential Qualifications
a. Education/Training
Higher Secondary education and completed higher vocational training in accounting, finance, management, business administration, public administration 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.
b. Experience/Qualifications
- At least 3 years of experience in the events industry, ideally as an event planner or manager.
- Experience planning or leading successful and profitable events within given budget, in line with insurance and legal compliance, health, administrative procedures and safety obligations.
- Responsible for managing and co-ordinating arrangements for billeting, transportation and logistical support for NSD-S Hub guests and partners
- Experience managing and overseeing functional area’s credit card activities in a timely manner
- Experience in negotiating deals with suppliers and contractors.
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.
5. Desirable Qualifications
a. Professional Experience
- Broad military background, including previous major staff experience in a joint or combined staff in a large, HQ, Joint Command, NATO HQ or MOD.
- Working knowledge of NATO Financial Regulations, Rules and Procedures.
b. Language
Expert in Local National Standard Language (Italian) to deal with local Hotels, Restaurants, etc., would be a plus.
6. Attributes/Competencies
• Personal Attributes: - Strong multi-tasker with experience managing numerous projects and deadlines simultaneously. Highly organized with interpersonal skills; Excellent time management.
• Professional Contacts: suppliers and contractors IAW NATO regulations and allocated budget.
• Contribution To Objectives: The outward projection of the HQ through the execution of event-related activities is of crucial importance. The reputation and image of the HQ in the context of NSD-S Hub-events have significant repercussions in the modern-era as a result of the fact that JFCNP is now present on social networking tools, thus requiring high-level outputs for a wide and multicultural audience such as the Hub-stakeholders' community.
There are no reporting responsibilities. This post reports to: OJS HHXX 0010 - Executive Officer - OF-4. This post does not deputises anybody. This post is not deputised by anybody.
5. Contract
The successful candidate will receive a three-year definite duration contract which may be followed by an indefinite duration contract. NATO-serving staff members will be offered a contract in accordance with the NATO Civilian Personnel Regulations (NCPRs).
The basic entry-level monthly salary for a NATO Grade G12 in Italy is Euro 4,723,81 which may be augmented by allowances based on the selected staff member’s eligibility, and which is subject to the withholding of approximately 20% for pension and medical insurance contributions.
6. HOW TO APPLY:
HQ JFC Naples uses NATO Talent Acquisition Platform.
In order to apply for this vacancy, please visit the platform at: https://nato.taleo.net/careersection/2/jobsearch.ftl?lang=en, and search for vacancies within HQ JFC Naples.
Note that once you create your profile, you will be able to use it to apply for other vacancies within NATO.
Important notice to candidates on use of Artificial Intelligence (AI): As part of our commitment to a fair and merit-based recruitment process, detection of AI usage at any stage of the process (including AI-generated application forms) will result in the immediate disqualification of your application. You are welcome to use AI tools for basic spell-checking/grammar correctness only. We appreciate your integrity and look forward to assessing your genuine skills and experience.
Employment pre-requisites:
Candidates are invited to submit their applications only if:
· They are nationals of a NATO member country
· They are over 21 and under 60 years of age at the time of taking up their appointments. Appointments of definite duration may be offered to candidates of 60 years of age or more, provided that the expiry date of the contract is not later than the date at which the candidate attains the age of 65.
ADDITIONAL INFORMATION:
A NATO security clearance and approval of the candidate’s medical file by the NATO Medical Adviser are essential conditions for appointment to this post. Applicants are not required to possess a clearance at the time of applying, but they must be eligible for a clearance. HQ JFC Naples will take action to obtain the required security clearance from the successful candidates’ national authorities. The selected candidate will be affiliated to the NATO Defined Contribution Pension Scheme (DCPS). For info please visit https://www.nato.int/cps/en/natolive/86790.htm
A NATO security clearance and approval of the candidate’s medical file by the NATO Medical Adviser are essential conditions for appointment to this post. Applicants are not required to possess a clearance at the time of applying, but they must be eligible for a clearance. HQ JFC Naples will take action to obtain the required security clearance from the successful candidates’ national authorities. The selected candidate will be affiliated to the NATO Defined Contribution Pension Scheme (DCPS). For info please visit https://www.nato.int/cps/en/natolive/86790.htm