View Vacancy - Secretary to the Management Committee

The Air and Space Interoperability Council (ASIC) is an international standardisation organisation mandated to maximise interoperability between the Air Forces of Australia, Canada, New Zealand, the United Kingdom, and the United States. The Management Committee (MC), made up of military representatives of each of the member nations, implements the ASIC programme, oversees the ASIC Steering Group (SG), Working Groups (WG) and associated Project Groups (PG), and manages the publication library of five-nation agreements.

The Secretary to the ASIC Management Committee provides general administrative support, as specified below under “Duties and Responsibilities”, to the ASIC MC, currently located primarily at Joint Base (JB) Andrews, MD but also, as required, at the offices of the USAF ‘host unit’ within The Pentagon, Washington DC. 

Duties involve extensive use of office software tools and established protocols to manage ASIC’s publication library and associated electronic files. Travel may be required to assist with the recording of minutes and to provide other administrative support at WG, PG, SG or National Directors’ (ND) meetings.

The post is one of two secretaries to the MC between which the various tasks and duties are shared, and reports to the UK Representative to the ASIC Management Committee (Line Manager).

The post will work approximately 24 hrs per week, ideally Monday through Wednesday, with the ability to occasionally cover other days of the week as needed.

Duties and Responsibilities:

Administer the Air and Space Interoperability Council programme and manage its information systems and products as follows:

• Compile, edit, publish and distribute all ASIC handbooks, reports, and publications, formatted in accordance with ASIC Standard Operating Procedures (SOPs).
• Develop build and manage the ASIC file registry, including file and archive superseded publications in accordance with the USAF Record Management System
• Manage and publish products on the ASIC public and private website, coordinating and advising the New Zealand web provider on the design, search and content requirements of the websites
• Liaise with the provider to create, delete and revise accounts for ASIC website. Serve as a central point of contact for all queries and manage account registration; manage permissions for account groupings; conduct fault finding of problems and rectify when possible, or refer for provider resolution
• Contribute to community situational awareness through website announcements, emails, verbal briefings, note taking and record and distribute discussions and decisions taken at meetings.
• Monitor, request and advise on the releasability of products to NATO and other agencies
• Produce spreadsheets, charts, briefings and written reports for ASIC MC and other meetings
• Where necessary, create and maintain content of, and links with, external websites (Wikipedia) and five air force websites
• Assist in the administration, preparation, and running of ASIC meetings, to include the provision of IT and communications support, the reservation of meeting venues, and catering support, and, planning for contingencies
• Arrange, establish, and monitor teleconferences; liaise with five nations’ telecommunications service providers to arrange, establish, and monitor annual director-level video-teleconferences
• Coordinate administrative activities in support of official visits, including reception, office preparation, catering, and parking 
• Other general administrative support as required, including, but not limited to managing the annual ASIC calendar of events, maintaining the office petty cash system, collecting and redirecting mail, photocopying, filing, creating briefings, etc.

• Excellent English written and verbal communication skills, including strong editorial and note-taking skills
• IT proficiency, to include MS Office, SharePoint, and some basic website management skills
• Ability to draft routine correspondence
• Strong organisational skills
• Ability to work independently
• As access to the majority of ASIC information is restricted to members of the ASIC Nations, applicant must meet the criteria of being a National of AU, CA, NZ, UK, or US.

The successful applicant must also be able to pass a National Agency Clearance Investigation (NACI) from the US government as well as receive a UK Secret security clearance

Under US State Department requirements, the Embassy may only employ, as non-diplomatic staff, persons who are US citizens, US Green Card holders or A or NATO visa holders with EAD cards*. If you hold a visa other than an A or NATO visa you are not currently eligible to work at the Embassy.  Please refer to our website for information on exceptions to this policy at www.gov.uk/government/world/usa.  All candidates will be subject to background checks and security clearance. 

*A visas or NATO visas with EAD cards are acceptable at the Embassy, Consulates, and British Defence Staff (BDS) outposts.  The UK Mission to the UN (UKMIS) accepts G visas.