Assistant

NATO - OTAN
  • Location
    Brussels, Belgium
  • Sector
    Non Profit
  • Experience
    Early Career
  • Posted
    Jan 27

Position description

1. SUMMARY

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 (talent acquisition, talent and organisational development and business partnership); Staff Services (pay and benefits, personnel support); and HR Policy and Strategy Coordination (IS and NATO-wide HR policy).

The incumbent will carry out the duties of Assistant for the Talent Management and HR Integration (TMHRI) services, which is responsible for talent acquisition, organizational design and development, performance review and development, training, and HR business partnership to internal clients. Furthermore, the role acts as budget officer for the whole HR budget.

S/he is accountable for efficiently handling a combination of organisational, administrative, and project support tasks. The incumbent will have opportunities to demonstrate flexibility and initiative related to projects and improvements in the work of the service, and will be called on to support and contribute to the work of all TMHRI Units.

2. QUALIFICATIONS AND EXPERIENCE

ESSENTIAL

The incumbent must:

  • have a good general education at least to secondary level;
  • have a minimum of 4 years' experience of administrative or organisational work;
  • have experience or knowledge in the field of Human Resources Management;
  • have experience coordinating and screening budgets;
  • be proficient in the use of computer software support packages, e.g. word processing, spreadsheets, databases, PowerPoint presentations and internet/intranet;
  • have good professional drafting and editing skills in at least one of the official NATO languages;
  • possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; III (“Intermediate”) in the other.

DESIRABLE

The following would be considered an advantage:

  • a diploma or qualification in HR Management or related field (management, psychology, social sciences, communications);
  • experience maintaining and updating web pages;
  • knowledge of SharePoint;
  • experience in a national administration or International Organisation;
  • 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, construction and general services, etc.).

3. MAIN ACCOUNTABILITIES

Information Management

Support documentation and information flow for TMHRI projects. Type and format all kinds of documents for TMHRI, including memoranda and tables of figures requiring careful presentation using the standard software packages used by NATO (Word, Excel, PowerPoint). Coordinate the Section Head’s schedule and prepare the documentation s/he needs prior to meetings or for adequate review. Take minutes at meetings as necessary. Look after the paper flow into and out of the TMHRI front office including retrieving and organising correspondence/documents (including classified information). Maintain an effective follow-up and/or reminder system for pending actions within TMHRI. Act as the primary point of contact for maintaining and updating intranet and internet web pages for all TMHRI functions.

Planning and Execution

Assist with the day-to-day administration including arranging meetings and handling related details. Be responsible for travel arrangements and mission preparation/execution for TMHRI staff. Organise and prioritise own workload to ensure the accurate and timely execution of duties.

Project Management

Contribute actively, in liaison with the different TMHRI functions as needed, to the implementation of TMHRI projects and processes as directed by the Head. Support the Head with projects that s/he is leading or implementing.

Stakeholder Management

Liaise with various points of contact within TMHRI, the broader Human Resources organisation as well as Divisions to ensure efficiency in daily management of workload and processes. Be the point of contact for initial requests of various natures.

Expertise Development

Proactively develop skills in Human Resources matters as well as areas such as planning and organising, new technology, languages and effective communication. Liaise with other Assistants to leverage knowledge.

Knowledge Management

Collect, categorise, and track relevant information required for various tasks and projects. Maintain and coordinate updates for a TMRHI watch list of current projects. Maintain well-structured paper and electronic filing systems, for classified and unclassified documents.

Financial Management

Prepare the HR budget and support the Deputy Assistant Secretary General (DASG) for HR in tracking and managing the budget. Coordinate and screen budget submissions. Ensure that accurate financial procedures are followed for the budget, prepare the necessary financial documents, follow up on activities to ensure that financial files are accurately processed and maintain records of all financial transactions for the TMHRI section.

Organisational Efficiencies

Provide constructive suggestions to improve office procedures. Find ways to be faster, better and more effective in managing information and using office tools.

Perform any other related duty as assigned.

4. INTERRELATIONSHIPS

The incumbent reports to the Head, TMHRI and will work closely with the Heads of TMHRI Units, their staff, HR Advisers, and other HR colleagues. S/he will be in contact with the Budget, Planning and Analysis (BPA) Section for all budget-related matters. In addition, s/he will cooperate with the Office of the DASG for HR and may be called upon to support that office in the absence of the DASG's Assistant. The post holder may also interact with members of the IS at all levels and with representatives of Delegations, partner missions, the International Military Staff (IMS) and the Civilian Staff Association, as well as with external service providers such as consultancy firms, assessment centers and training providers.

Direct reports: N/a

Indirect reports: N/a.

5. COMPETENCIES

The incumbent must demonstrate:

  • Clarity and Accuracy: Checks own work;
  • Customer Service Orientation: Takes personal responsibility for correcting problems;
  • Empathy: Listens actively;
  • Flexibility: Acts with flexibility
  • Initiative: Is decisive in a time-sensitive situation;
  • Organizational awareness: Understands the organization’s structure;
  • Teamwork: Expresses positive attitudes and expectations of team or team members.

6 CONTRACT:
Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years’ duration; possibility of an indefinite duration contract thereafter


Contract clause applicable:
In accordance with the NATO Civilian Personnel Regulations, the successful candidate will receive a definite duration contract of three years, which may be followed by an indefinite duration 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 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 Régulations.

NOTE:
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.

7. RECRUITMENT PROCESS:
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:
www.nato.int/recruitment

Please note that the competition for this post is provisionally scheduled as follows:
Preselection tests: week of 10 March;

Written test and interview on 22 and 23 April 2020, at HQ, in Brussels.

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 (http://www.nato.int/cps/en/natolive/recruit-hq-e.htm)

8. ADDITIONAL INFORMATION:
NATO as an equal opportunities employer values diverse backgrounds and perspectives and is committed to recruiting and retaining a diverse and talented workforce. NATO welcomes applications of nationals from all Member States and strongly encourages women to apply.

Building Integrity is a key element of NATO’s core tasks. As an employer, NATO values commitment to the principles of integrity, transparency and accountability in accordance with international norms and practices established for the defence and related security sector. Selected candidates are expected to be role models of integrity, and to promote good governance through ongoing efforts in their work.

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

Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature, albeit at the same or a lower grade, provided they meet the necessary requirements.

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

The organization offers several work-life policies including Teleworking and Flexible Working arrangements (Flexitime) subject to business requirements.

Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment.

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