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NATO - North Atlantic Treaty Organisation

Job Description - Senior Staff Assistant (Payroll and Human Resources) (250029)

Primary Location

Italy-Rome

NATO Body

NATO Defense College (NDC)

Schedule

Full-time

Application Deadline

13-Feb-2025, 10 : 59 : 00 PM

Salary (Pay Basis)

Grade NATO Grade G12

Description

The NATO Defense College (NDC) provides senior-level education on transatlantic security issues, enabled by research on matters relevant to the Alliance, and supported by engagement with several stakeholders.

The Personnel Section is responsible to the Head PAB (HPAB) for the recruitment, HR management, and administration of NATO International Civilian (NIC) personnel appointed to NDC in accordance with appropriate agreements and delegations of authority. CPS provides direct advice to the NDC Commandant as Head of NATO Body on all matters pertaining to civilian personnel management and administration and prepares, plans and manages all funds related to civilian salaries and administration of NATO international civilian salary and allowance budgets.

The Senior Staff Assistant, under the supervision and direction of the Human Resources Manager (HRM), has the responsibility to ensure the day-to-day administration of NDC international civilian personnel in aspects related to salaries and entitlements, civilian budget, recruitment, training, life-cycle management, performance management and training of NDC international civilian personnel, including managing all HR related ADP systems.

Reports to – Human Resources Manager

Principal Duties – The incumbent is responsible for :

• Payroll Area :
• Ensuring the accuracy of salary payments of NICs.
• Being responsible for the overall management of the Personnel Management Information System (PMIS).
• Operating all aspects of the PMIS / ACCESS. Acting as ‘super-user’ of the payroll system PMIS.
• Verifying, consolidating, processing and calculating allowances, pension schemes contributions and insurance premium, to NIC Personnel, Temporary Staff and Interns.
• Managing of the Performance Management (PM) system.
• Assuring implementation and continued use of the PM system, providing expert and statistical advice on all facets of PM.
• Monitoring / advising on the execution of all staff / manager tasks related to the annual cycle of the PM.
• Being responsible for training, including related costs for the efficient and effective management of the civilian training budget.
• Being responsible for the overall preparation and organization of the e-recruitment processes and handling such matters in the absence of the HRM to include managing the budget / funds for recruitments.
• Implementing, maintaining and updating ADP systems and databases in HR, such as PMIS, NTAP, HRDS.
• Attending working groups for administrators of these systems.
• Managing as primary responsible all ADP matters and requirements on Personnel and Workforce aspects (Maintaining databases etc.).
• Providing workforce and management support, particularly regarding the management of the Master Workforce database HRDS.
• Consolidating and verifying the accuracy of the NIC employment contracts.
• Assisting the HRM with his / her responsibilities as fund manager for the civilian personnel budget.
• Maintaining renewals and the timely reception of security clearances from National Security Authorities.
• Assisting in the development of HR solutions by collecting and analyzing information.
• Managing the administration of NDC temporary staff.

Essential Qualifications

• a. Professional / Experience :
• Minimum 5 years professional experience in a human resources area or personnel administration and personnel management.
• Proven experience in application of personnel regulations and in-depth experience in payroll procedures.
• Minimum 3 years’ experience and training in operating / maintaining relational HR databases.
• ADP knowledge : Advanced MS Word, MS EXCEL and Outlook.
• b. Education / Training :
• Higher Secondary education and completed higher vocational education / training in human resources management, social sciences, law, business or public administration, finance or other relevant field, plus a minimum of 5 years’ function related experience, or
• Secondary education and completed advanced vocational training in the discipline leading to a professional qualification or professional accreditation with 10 years’ function related experience.
• c. Language Requirements :

Desirable Qualifications

• a. Professional / Experience :
• Experience in an international organization.
• Professional experience in the field of fiscal and accounting.
• Good knowledge of NATO Civilian Personnel Regulations and directives.
• b. Education training :
• Higher secondary diploma in accounting, human resources management, business administration or related discipline, with 10 years experience.
• Oracle / based accounting programs.
• c. Language Requirements :
• a. Personal Attributes : The incumbent in principal works unsupervised. Requires diplomacy, courtesy and tact, along with strong communication skills and a high level of personal integrity. He / she should have maturity, poise, firmness and persuasive skills to deal with conflict situations. Uses judgement to prioritize responsibilities, and to plan and organize own workload. Needs discretion in the handling of personal information and needs to be capable of quick and efficient continuous practical on the job learning. The incumbent must also possess a high degree of initiative and sense of responsibility. Flexibility in work hours and leave planning are essential to cope with periodic work peaks.
• b. Managerial Responsibilities : N / a
• c. Professional Contacts : Ability to maintain professional contacts with personnel at any level. To participate in working groups including database administrators groups (e.g. HRDS, PMIS).
• d. Contribution to the objectives : The incumbent actively contributes to the fulfilment of the Branch by ensuring proper, timely and accurate life-cycle administration of NDC international civilian personnel.

Security Clearance

The successful applicant will be required to apply for and receive a NATO Secret Security Clearance prior to final confirmation of contract and commencement of employment.

Contract

Serving NATO International Civilian 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(two) plus 3(three) 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 5 years and / or the length of the approved secondment.

Additional Information to candidates

Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate), approval of the candidate’s medical file by the NATO Medical Adviser, verification of your study(ies) and work experience, and the successful completion of the accreditation and notification process by the relevant authorities.

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.

Candidates are kindly requested NOT to upload their Curriculum Vitae on the NATO Talent Acquisition Platform. Only attachments specifically asked for as part of the application process will be considered. All applications must include an uploaded copy of the qualification / certificate covering the highest level of education required by the job description.

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.

The candidature of NATO redundant staff at grade G12 will be considered with priority.

NATO will not accept any phase of the recruitment and selection prepared, in whole or in part, by means of generative artificial-intelligence (AI) tools, including and without limitation to chatbots, such as Chat Generative Pre-trained Transformer (Chat GPT), or other language generating tools. NATO reserves the right to screen applications to identify the use of such tools. All applications prepared, in whole or in part, by means of such generative or creative AI applications may be rejected without further consideration at NATO’s sole discretion, and NATO reserves the right to take further steps in such cases as appropriate.

This vacancy will close on 13 February 2024, at 11 : 59 : 00 PM (CET).

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