Staff Assistance Services for Personnel Administration Section

Spektrum; Bydgoszcz; On-site; PLN 140,000 - 210,000; Full time

Job summary

Spektrum is recruiting for a NATO HR management role focused on supporting military and civilian personnel within a large, international framework. The position requires handling policies, documentation, and payroll-related tasks while ensuring compliance with NATO standards.

The ideal candidate will bring 5+ years in HR for large personnel cohorts, strong English communication, and experience with APMS/AMIS. Some travel and security clearances are expected as part of duties.

Qualifications

• Higher University education (at least bachelor degree) in Human Resources, Business Administration or related area.
• Minimum 5 years' post-related HR experience in a large organization.
• Experience in HR management for 300+ personnel.
• Familiarity with APMS, AMIS and NATO HR systems.

Responsibilities

• Support management of military and civil workforce programs within 3NSB.
• Assist in formulating, preparing and executing policies for military and civilian personnel management and services.
• Provide advice to superiors on personnel aspects and assist with admin orders for NATO operations and exercises.
• Under the guidance of the 51 Section Head, deliver services including in-/out-processing, document verification, NATO personnel documentation, and database management (APMS/S1).
• Manage and issue facility access cards (AMIS IDs) and assist with civilian recruitment, performance and evaluation processes; support military evaluation and VAT reimbursement documentation.
• Support JFTC Cl-lRM efforts to recruit 3NSB NICs.

Skills

HR management

English communication

GDPR knowledge

MS Office

Policy formulation

Education

Bachelor's degree in Human Resources

Bachelor's degree in Business Administration

Related area

Tools

APMS

AMIS

ACOiACT

MS Office

Job description

Spektrum supports apex purchasers (NATO, UN, EU, and National Government and Defence) and their Tier 1 supplier ecosystem with a wide range of specialist services. We provide our clients with professional services, specialised aerospace and defence sales, delivery, and operational subject matter expertise. We are looking for personnel to join our team and support key client projects.

Who we are supporting

The NATO Communication and Information Agency (NCIA) is responsible for providing secure and effective communications and information technology (IT) services to NATO's member countries and its partners. The agency was established in 2012 and is headquartered in Brussels, Belgium.

The NCIA provides a wide range of services, including:

• Cyber Security: The NCIA provides advanced cybersecurity solutions to protect NATO's communication networks and information systems against cyber threats.
• Command and Control Systems: The NCIA develops and maintains the systems used by NATO's military commanders to plan and execute operations.
• Satellite Communications: The NCIA provides satellite communications services to enable secure and reliable communications between NATO forces.
• Electronic Warfare: The NCIA provides electronic warfare services to support NATO's mission to detect, deny, and defeat threats to its communication networks.
• Information Management: The NCIA manages NATO's information technology infrastructure, including its databases, applications, and servers.

Overall, the NCIA plays a critical role in ensuring the security and effectiveness of NATO's communication and information technology capabilities.

The program

Assistance and Advisory Service (AAS)

The NATO Communications and Information Agency (NCI Agency) is NATO’s principal C3 capability deliverer and CIS service provider. It provides, maintains and defends the NATO enterprise-wide information technology infrastructure to enable Allies to consult together under Article IV, and, when required, stand together in the face of attack under Article V.

To provide these critical services, in the modern evolving dynamic environment the NCI Agency needs to build and maintain high performance-engaged workforce. The NCI Agency workforce strategically consists of three major categorise's: NATO International Civilians (NIC)'s, Military (Mil), and Interim Workforce Consultants (IWC)'s. The IWCs are a critical part of the overall NCI Agency workforce and make up approximately 15 percent of the total workforce.

Role ID – NCISG-0015

Role Duties and Responsibilities

• Supporting the management of the military and civil work force program within 3NSB.
• Supporting the formulation, preparation and execution of policies and procedures in the military and civilian personnel management and personnel services in accordance with higher HQs guidance for all 3NSB elements.
• Providing the advice to superiors on the personnel aspects of communications and plans, advising the staff on implementation, ensuring proper deployment of all NSB personnel and assisting with issuing admin orders for support to NATO operations and exercises.
• Upon the guidance and supervision of the 51 Section Head the contractor will provide the services within:
  • implementation and support with in- and out-processing procedures;
  • verification of the validity and completeness of personal documentation;
  • processing NATO personnel documentation;
  • managing and update database containing personal data at APMS and S1 personal database;
  • managing and issuing facility access cards (AMIS lDs);
  • assisting in the management and coordination with 51 Section Head, of the civilian recruitment, performance and the evaluation processes;
  • assisting 51 Section Head with military evaluation process;
  • assisting 3NSB personnel with VAT reimbursement processes and documentation.
• Providing the support to JFTC Cl-lRM efforts to recruit 3NSB NlCs.

Essential Skills, Experience and Certifications

Knowledge & Qualifications

• Good knowledge of NATO structures and organizations as well as NATO operational areas (information available on www. nato. int).
• Very good knowledge of human resources management and personnel administration standards.
• Recent 5 years' experience with working in the military HQ/ lnternational Organization.
• Good Communication skills, both verbal and written in English.
• Basic knowledge of Host Nation Poland - Ustawa o Podatku od Towarow i Uslug A/AT Code and Regulations (for VAT and Excise Duty reimbursement purposes).
• Basic knowledge of Host Nation - Poland Labour Law (Kodeks Pracy) and regulations.

Essential Qualifications

• Minimum 5 years' experience in HR management in organization of minimum 300 personnel.
• Automated Personnel Management System (APMS) certification - personnel roles assignments application.
• Recent 5 years' experience and working knowledge within Automated Personnel Management Systems (APMS).
• Recent 5 years' experience and working knowledge within ACOiACT and Mission ldentification System (AMIS).
• Driver License B (personal vehicles).

Professional Experience

• Experience in the workforce management of both military and civilian personnel.
• Experience in the recruitment, administration, employment of personnel in a military HQ or civilian organization of minimum 300 personnel size.
• Experience in supervisory/ management role.
• Experience in the personnel database management, personnel records management, personnel accounting and strength reporting.
• Experience in handling electronic documentation and electronic mail (including classified and personnel in confidence) in a local area network environment as well as familiarization with General Data Protection Regulations (GDPR) requirements.
• Must be familiar with modern office equipment and have adequate computer skills (MS Office at least: Word, Excel, Power Point).

Education

• Higher University education (at least bachelor degree) in Human Resources, Business Administration or related area and basic training in HR or related discipline for specific tasks related skills with minimum 5 years post related experience.

Language

• English. Listening, speaking, reading and writing shall be at a NATO level of English 2323 as per STANAG 6001.
• The work both oral and written in the post and in the Headquarter as a whole is conducted mainly in English.

Working Location

Working Policy

• The services will be required during the NSB normal working hours. Normal office working conditions apply.

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance