Surge Capacity Coordination Officer

  • Location
    Brussels, Belgium
  • Sector
    Non Profit
  • Experience
    Early Career / Mid Career
  • Posted
    May 23

Position description

Within the Executive Management Division (EM), NATO’s International Staff (IS) Human Resources (HR) Directorate is comprised of three pillars: Talent Management and HR Integration (TMHRI); Staff Services (pay and benefits, personnel support); and HR Policy and Strategy Coordination (IS and NATO-wide HR policy). The TMHRI Section is responsible for Talent Acquisition, Talent and Organizational Development and HR business partnership.


As part of Talent and Organizational Development within TMHRI, the Surge Capacity Coordination Officer will contribute to institutionalize a NATO Headquarters (HQ)-wide staff surge capacity with the necessary magnitude and flexibility to support the HQ in a real crisis situation or special events such as crisis simulation exercises, Ministerial meetings or summits, within an overarching Business Continuity Planning framework and policies. This includes identifying requirements for critical activities in the HQ, designing, populating, training, exercising and activating the surge capacity. It is also in the scope of this post to foster continuous improvement and to coordinate the gathering of lessons identified and learned. In order to ensure adequate fulfilment of surge requirements, the incumbent will liaise with stakeholders within the Alliance, in particular in the NATO IS which includes both frontline and enabling divisions.






The incumbent must:

  • possess a university degree in Human Resources, Business Administration, Management or other relevant discipline; 

  • have at least three years of relevant experience in large organisations of the private or public sector; 

  • possess a project management certification (e.g. Prince 2); 

  • have excellent interpersonal, negotiating and communication skills; 

  • be competent with off-the-shelf software (e.g. MS Excel, Word, Outlook and PowerPoint) and possess experience with databases/ERP systems; 

  • possess the flexibility to work outside normal office hours in response to crises, urgent requirements or regular high-level events at the HQ; and,

  • possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; II (“Elementary”) in the other. 



The following would be considered an advantage:

  • a thorough understanding of the NATO HQ or similar international environment and related business processes and the capability to work effectively within this environment; 

  • at least three years of specific experience in surge capacity management, frameworks, best practices and tools; 

  • prior experience working in an international environment comprising both military and civilian elements; and,

  • a higher level of the second official NATO language will constitute a key asset;

  • experience in a field of NATO core business (international relations, political affairs, defence, security…) and/or a functional area of other HR clients (e.g. IT, finance, resource or facility management, etc.).



Project Management


Liaise with project managers in charge of organizational capacity building projects and high-level planned events requiring activation of a surge capacity, such as crisis simulation exercises, Ministerial meetings or summits. Develop and maintain the Organization’s surge capacity framework and associated products such as assessments of level of preparedness, training plans, communication products, taxonomies of support areas and standard operating procedures.


Stakeholder Management


Work closely with frontline divisions of the NATO IS such as the Emerging Security Challenges Division, Operations Division and Public Diplomacy Division and others in order to understand their requirements of surge in terms of areas of support and volume of work. Work closely with enabling divisions and independent offices such as EM, NATO Office of Security and Office of Legal Affairs in order to proactively verify availability of policies, enabling elements and alignment with the overall business continuity planning efforts. Ensure the communication of surge capacity-related topics with the HQ, liaising with the existent function of internal communications and the Business Continuity Office.


Expertise Development


Act as the focal point within EM for subject matter expertise in surge capacity development, liaising with the Business Continuity Planning Office as appropriate. Drive consistent execution of standardised surge processes and tools, ensuring that they are properly coordinated, disseminated and adopted across the Organization. Foster a community of interest of people that demonstrate behavioural traits such as curiosity, learning agility, flexibility, resilience, communication and interpersonal skills, as volunteers for surge needs. Support the development of policies and mechanisms that allow for personnel to develop skills through temporary deployment under the surge capacity framework.


Information Management


Initiate, guide and advise on Information Management procedures for the surge capacity Office. Define requirements and drive the mapping, development and integration of existent or new ICT tools that will support all phases of the establishment and management of the surge capacity. Configure ICT tools in order to adequately support the management of information concerning personnel and critical activities.


Knowledge Management


As part of the process to maintain a surge capacity, train and exercise the pool in order to maintain an adequate combination of knowledge, skills and abilities. Maintain an updated set of products such as training plans, lists of support activities, templates and standard operating procedures. Manage a body of knowledge concerning surge capacity in the NATO HQ as a reference for the surge pool and users of the capacity. Track performance of the surge capacity and needs for further knowledge development concerning the areas of support and the overall process.


Perform any other related duty as assigned.




The incumbent will be part of the Talent Management and HR Integration (TMHRI) section and reports directly to the Head of Talent and Organizational Development (TOD).

Direct reports: N/a

Indirect reports: N/a



The incumbent will demonstrate:

  • Analytical Thinking: Sees multiple relationships;

  •  Achievement: Works to meet standards;

  •  Clarity and Accuracy: Checks own work;

  •  Conceptual Thinking: Applies learned concepts;

  •  Customer Service Orientation: Takes personal responsibility for correcting problems;

  •  Empathy: Is open to others' perspective. 

  • Impact and Influence: Takes multiple actions to persuade;

  • Initiative: Is decisive in a time-sensitive situation;

  • Teamwork: Solicits inputs and encourages others.



Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years; possibility of renewal for up to three years, during which the incumbent may apply for conversion to an indefinite duration contract.


Contract clause applicable:

In accordance with the contract policy, this is a post in which turnover is desirable for political reasons in order to be able to accommodate the Organisation's need to carry out its tasks as mandated by the Nations in a changing environment, for example by maintaining the flexibility necessary to shape the Organisation's skills profile, and to ensure appropriate international diversity.


The maximum period of service foreseen in this post is 6 years. The successful applicant will be offered a 3-year definite duration contract, which may be renewed for a further period of up to 3 years. However, according to the procedure described in the contract policy the incumbent may apply for conversion to an indefinite contract during the period of renewal and no later than one year before the end of contract.


If the successful applicant is seconded from the national administration of one of NATO’s member States, a 3-year definite duration contract will be offered, which may be renewed for a further period of up to 3 years subject also to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years.


Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.



Irrespective of previous qualifications and experience, candidates for twin-graded posts will be appointed at the lower grade. Advancement to the higher grade is not automatic, and will not normally take place during the first three years of service in the post.


Under specific circumstances, serving staff members may be appointed directly to the higher grade, and a period of three years might be reduced by up to twenty four months for external candidates.  These circumstances are described in the IS directive on twin-graded posts.



Please note that we can only accept applications from nationals of NATO member countries.


Applications must be submitted using e-recruitment system, as applicable:

  • For NATO civilian staff members only: please apply via the internal recruitment portal (for more information, please contact your local Civilian HR Manager);

  • For all other applications:

Please note that at the time of the interviews, candidates will be asked to provide evidence of their education and professional experience as relevant for this vacancy.


Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate) and approval of the candidate’s medical file by the NATO Medical Adviser.


More information about the recruitment process and conditions of employment, can be found at our website (

Application instructions

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