Senior Assistant (Recruitment) 2 posts

NATO Communications and Information Agency; Brussel; Sur place; EUR 40 000 - 60 000; Plein temps

Résumé du poste

The NATO Communications and Information Agency is seeking a Senior Assistant (Recruitment) to support recruitment processes amid the implementation of NATO's 2030 Agenda. The ideal candidate will manage administrative HR tasks, maintain filing systems, and coordinate with hiring managers in a multinational environment. This role requires attention to detail, proactive problem-solving skills, and strong communication abilities, underscored by a commitment to NATO's principles of integrity and transparency.

Prestations

Training and development opportunities

Work in a multicultural environment

Qualifications

• Minimum four years of administrative experience required.
• At least two years in an HR environment related to recruitment.
• Advanced proficiency in English and intermediate in French.

Responsabilités

• Provide administrative support for the full recruitment cycle.
• Act as secretary on selection panels and manage administrative HR tasks.
• Maintain filing systems for classified and unclassified documents.

Connaissances

Communication skills

Organizational skills

Attention to detail

Teamwork

Formation

Higher secondary education

Outils

MS Word

Applicant Tracking Systems

MS Outlook

MS Excel

Description du poste

OPEN TO NATIONALS OF NATO MEMBER STATES ONLY

STAFF VACANCY 250974

DIVISION: International Military Staff (IMS)

Civilian Human Resources (CHR)

TITLE: Senior Assistant (Recruitment) (2 posts)

GRADE: B-4/G-10

Please note that the competition for these posts will take place in Brussels and isprovisionally scheduled for the third quarter of 2025.

1. Post Context.

The CHR is responsible for all matters pertaining to the management and administration of CivilianPersonnel appointed to the IMS Peacetime Establishment (PE). The Section implements all NATOcivilian related policies concerning recruitment, remuneration, performance management, staffdevelopment, discipline, complaints and discharge of Civilian Personnel and manages the servicelevel agreements with respect to all HR shared or consolidated services. The Section also developsand implements civilian personnel policy and procedures, including contract policy, and proceduresfor the participation of the IMS NATO Civilians (NICs) in support of Out-of-Area Operations andassures their periodical review for continued effectiveness.

The Senior Assistant (Recruitment) carries out all support and administrative functions related to therecruitment process, particularly affected by the increase of personnel linked to the implementationof the NATO 2030 Agenda in IMS, including NATO Digital Staff and NATO Standardization Office.

a. Ensuring administrative support to full cycle recruitment from different types ofcompetitions.

b. Supporting all recruitment administrative tasks such as, but not limited to: encoding,test administration, letters, follow-up with candidates and acting as panel secretary.

c. Working in the Applicant Tracking System (ATS – e.g. TALEO) to completeadministrative tasks and provide data and information as needed.

d. Conveying and reporting information timely and accurately to the members of theCHR team, Panel members, candidates and hierarchy.

e. Acting as secretary on selection panels, in collaboration with selection boardmembers, in particular with the HR representative.

f. Answering enquiries and incoming calls from CHR team, Hiring managers, Panelmembers, candidates and from other NATO bodies, in close cooperation with the CHRmanagement.

g. Providing data on candidates, competitions and associated processes as directed.

h. Supporting the process and providing constructive suggestions on administrativeprocedures.

i. Supporting the CHR Section Team and the Section Head in providing accurate andtimely information, respecting the deadlines and being proactive in offering support to the HRTeam, Hiring managers, Panel members and candidates as needed.

j. Maintaining well-structured paper and electronic filing systems, for classified andunclassified documents.

k. Proactively developing skills in CHR matters in general and particularly in candidateoutreach and acquisition.

l. Liaising with other Assistants to leverage knowledge, share good practices andexperiences.

m. May be called to support the Section’s workload in the areas of personneladministration.

3. Special Requirements and Additional Duties.

a. Perform other related duties as directed.

b. Required to undertake TDY assignments both within and outside of NATO’sboundaries and work irregular hours whenever necessary.

c. Perform duties in the NATO HQ Crisis Management Organization.

d. Required to attend, as directed, additional training and specialised Courses in thefield of HR management

4. Essential Qualifications.

a. Professional / Experience.

• A minimum of four years of experience in administrative or organisational work;

• At least two years of previous working experience in an HR environment related torecruitment;

• Experience in working to deadlines with attention to detail;

• Experience in note taking;

• Excellent communication and outreach skills with demonstrated ability to presentinformation in a clear and logical manner both written and orally;

• Ability to draft large and complex documents and reports;

• Be proactive and able to work on own initiative with minimum supervision.

b. Education / Training.

• At least higher secondary level (at least to ISCED level 5).

c. Language.

• Candidates must have an advanced level of spoken and written English and an

intermediate level of spoken and written French and will be required to pass a one

hour multiple-choice computer-based test in English and French at the required level

as well as to demonstrate their abilities in the written test and interview.

d. Computer Literacy

• Advanced working user experience with MS Word and working user experience withMS Outlook/e-mail MS Excel and web applications (e.g. SharePoint). Advanced userexperience with applicant tracking systems or HR software packages.

5. Desirable Qualifications.

a. Professional/Experience.

• Knowledge of the NATO structure;

• Previous working experience in an international/multinational organisation, preferablycomprising both military and civilian staff;

• Good understanding of the NATO Civilian Personnel Regulations;

• Experience in the use of social/professional media;

• Knowledge of and experience in state-of-the-art talent acquisition best practices andtools (e.g. online recruitment/applicant tracking system);

• Knowledge/advanced experience of TALEO, ERP-EBS, FinS, APMS or ERT.

b. Education/Training.

• Post-secondary training in psychology, business administration, human resources

or relevant field (ISCED Level 6)

c. Language.

• An upper-intermediate/advanced level of spoken and written French.

Personal Attributes:

• A high level of personal integrity, tact, discretion and sound judgement, coupled with stronglistening and communication skills.

• Service-oriented attitude, where flexibility, adaptability to unforeseen situations as well as the ability to work harmoniously and effectively with colleagues and staff at all levels, both militaryand civilian, in an international environment.

• Understanding organisational politics, displaying a high degree of initiative and sense ofresponsibility, excellent planning and organizational skills and the ability the work under

• Prepared to work long hours, often under pressure and to strict deadlines.

Competency/Level:

Clarity and Accuracy: Checks own work.

Customer Service Orientation: Takes personal responsibility for correcting

problems.

Flexibility: Acts with flexibility.

Organizational Awareness: Understands the Organization’s structure.

Teamwork: Expresses positive attitudes and expectations of team or team

members.

7. Managerial Responsibilities.

• Ability to monitor and forecast provisional budget expenditure linked to recruitment, including

travel expenses for candidates and training requirements for HR personnel and Panel members.

• Providing advice to both management and staff, when required.

8. Professional Contacts.

• Has constant contact with hiring managers, panel members and IMS top leadership.

• Represents the IMS in meetings and working groups related to recruitment.

9. Contribution to the Objectives.

• Consistently supports and contributes to the IMS mission through the timely recruitment.

• Provides reports and data within and outside the IMS, having a direct impact on IMS image.

• May be called to support the CHR Section with the administration of civilian staff.

10. Remarks.

• Security Clearance – NATO SECRET (if not currently held, the incumbent must be eligiblefor this level of clearance).

• Work Environment – Multinational work environment and work with groups where

11. How to apply.

Applications must be submitted by 27 July 2025 (23:59 Brussels time) using one of the followinglinks, as applicable:

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

• For all other applications: www.nato.int/recruitment

Applications are automatically acknowledged within one working day after submission. In theabsence of an acknowledgement, please make sure the submission process is completed, or,resubmit the application.

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

12. Additional Information.

The successful candidates will fill these posts as a Project linked NATO International Civilians (PLNs)with a three-year definite duration contract within the NATO 2030 Agenda. On expiry of this term,the PLNs will be deleted or absorbed into the ceiling pending approval or, exceptionally, will beconsidered for extension. The above remains applicable also if the successful candidates areseconded from a national administration. Serving NATO international civilian personnel will beoffered a contract in accordance with the NATO Civilian Personnel Regulations.

Appointment will be subject to the deliverance of the appropriate security clearance by the nationalauthorities and approval of the medical file by the NATO Medical Adviser.

A written test will be held as part of the selection procedure.

http://www.nato.int/recruitment

Applicants who meet the necessary requirements and who prove to be competent for the post butwho are not successful in this particular competition, may be considered for posts of a similar nature,albeit at a lower grade, which may become vacant in the near future.

NATO as an employer values diverse backgrounds and perspectives and is committed to recruitingand retaining a diverse and talented workforce. NATO welcomes applications of nationals from allMember States and strongly encourages women to apply.

Building Integrity is a key element of NATO’s core tasks. As an employer, NATO values commitmentto the principles of integrity, transparency and accountability in accordance with international normsand practices established for the defence and related security sector.

Selected candidates are expected to be role models of integrity, and to promote good governancethrough ongoing efforts in their work.

Due to the broad interest in NATO and the large number of potential candidates, telephone or e-mailenquiries cannot be dealt with.

The nature of these positions may require the staff member at times to be called upon to travel forwork and/or to work outside normal office hours.

The IMS at NATO Headquarters in Brussels, Belgium, is committed to providing equality in workingopportunities regardless of sex, race or ethnic origin, religion, disability, age or sexual orientation.

The IMS is a non-smoking environment.