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Principal Assistant, Personnel, Administration and Logistics
The North Atlantic Treaty Organization (NATO)
Grade: NATO Grade G12, Unspecified
Job Expired 24 Sep 2021
Expired
Added 2 months ago
Job Description

SCIENCE AND TECHNOLOGY ORGANIZATION

COLLABORATION SUPPORT OFFICE

NOTIFICATION OF A “G12” GRADE VACANCY

Open to nationals of NATO member states only.

Post Title: Principal Assistant, Personnel, Administration and Logistics

Grade: NATO Grade G12

Duty location: Paris (Neuilly-sur-Seine), France

Duty start: 1 May 2022

Closing Date: 24 September 2021

Vacancy ref.: 210701

The interview of shortlisted candidates is provisionally scheduled to take place between 19 and 26 October 2021.

POST CONTEXT AND RESPONSIBILITIES

The STO Collaboration Support Office (CSO) is one of the three executive bodies of the NATO Science and Technology Organization (STO); it is governed by the provisions of the STO Charter (www.sto.nato.int).

The mission of the STO, a subsidiary body to the North Atlantic Council, is to help position the Nations’ and NATO’s S&T investments as a strategic enabler of the knowledge and technology advantage for the defence and security posture of NATO Nations and Partner Nations.

The mission of the CSO falls within the framework of the STO collaborative business model where the CSO provides executive and administrative support to the S&T activities conducted through the STO Scientific and Technical Committees and their respective working groups, composed of Nations’ and NATO subject matter experts.

In its areas of expertise, the CSO provides assistance and support to the S&T Board, its Chairperson, the Chief Scientist, and his/her office.

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The Principal Assistant, Personnel, Administration and Logistics (PAL) performs Personnel and Administration functions (PAL), and contributes to the activities of the Facilities Management and of the Security sections, running Petty Cash and replacing the Section Heads in case of absence. Personnel functions cover manpower and personnel duties and the supervision of the Assistant PAL. The post holder is responsible for the processing of the incoming and the out-going of civilian and military personnel assigned to the CSO, for the upkeep of personal records and files, for the maintenance of a variety of administrative files, and for monitoring Staff presence. The work requires particular attention to details and accurate computation of data. The Principal Assistant also acts as interim Branch Head in case of absence.

The incumbent is responsible for:

  • Operating the NATO-wide Personnel Management Information System (PMIS) to run the CSO NATO Civilian Staff payroll. Maintaining and updating Staff records and database with changes affecting payroll, preparing the justifications supporting changes to the payroll for the Branch Head review and approval; issuing monthly pay slips and providing payroll data to the Finance Branch for payments.
  • Briefing new Military and Civilian Staff and advising them on administrative issues related to their assignment in France. Supervising the Assistant PAL in the preparation of administrative documents necessary to record arrival and departure of staff with NATO and national authorities. Interacting with staff on International Military Positions, Voluntary National Contributions and civilian staff members regarding, protocol, privileges, and immunities.
  • Supervising the proper edition and record of files transmitted to internal and external stakeholders in areas of responsibilities.
  • Managing the CSO Petty Cash, ensuring safeguarding of the funds and proper book-keeping.
  • Allocating the tax-free schemes individual quotas to Staff. Coordinating with the Disbursing Officer the proper reconciliation of individual accounts. Maintaining all records of tax-free transactions in continuous good state of order for auditing purposes.
  • Administering the CSO time management system, responsible for training Staff and monitoring proper recording of justifications of absence, including TDY.
  • Assisting in developing and implementing the CSO Staff Performance Evaluation and Training Programs, including the First-Aid training program, planning sessions and keeping record of certifications.
  • Monitoring appointments and co-ordinates annual medical check-ups for civilian staff members.
  • Assisting in the planning process of the PAL part of CSO budget.
  • Ensuring distribution of internal office notices, instructions, and updates to NATO Civilian Personnel Regulations and Directory, including verification of the latter.
  • Drafting correspondence of a routine nature to national and NATO authorities. Doing minor translations as required.
  • In coordination with the Section Chief Facilities Management, and with the Section Chief Security, providing inter alia assistance in project management. Providing security related administrative functions in absence of the Section Chief.
  • Deputizing for the Branch Head and carrying out other administrative duties as required.
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AUTHORITY

The Principal Assistant reports to the Branch Head, Personnel, Administration and Logistics. The post holder coordinates with the Section Chiefs Facilities Management and Security Sections.

ESSENTIAL QUALIFICATIONS

Professional /Experience

  • Experience of working as Assistant in domains relevant to the post, including in the computation and processing of payroll and benefits.
  • Ability to carry administrative tasks independently or under limited supervision.

Education/Training

  • Possessing a Higher National Diploma or a technical degree in Business Administration or HR.

Language

  • Upper-Intermediate knowledge of both NATO official languages. The working language at the Office is                          English; a number of documents being processed at Branch level are written in French.    

DESIRABLE QUALIFICATIONS

Professional /Experience

  • Prior assignment with an International Organisation in a position with similar responsibilities.
  • Sound knowledge of the Civilian Personnel Regulations of NATO or of other Coordinated International Organizations.
  • Prior exposure to the NATO Personnel Management Information System (PMIS).
  • Knowledge of the NATO Military Manpower Policies and Procedures.

Education/Training

  • Possessing a Project Management certification. 

Language

  • Advanced knowledge of both NATO official languages. Knowledge of other European language(s) would be an asset.

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COMPETENCIES

The incumbent must be trustworthy, discreet, with high sense of responsibility, showing tact, courtesy and with a pleasant personality. The post holder must be flexible in response to changing requirements and willing to take initiative. Personal qualities of judgment, adaptability and diplomacy are paramount in order to work harmoniously with colleagues, both civilian and military, in a demanding international environment.

SECURITY CLEARANCE LEVEL

The applicant must be eligible for a NATO Secret security clearance.

WORKING ENVIRONMENT

Normal office work environment, with occasional long hours and duty travels abroad.

EMPLOYMENT TERMS AND CONDITIONS

The position is at grade G12. The starting basic monthly salary will be Euro 5,170.37 (2021 salary value, subject to future adjustments in accordance with NAC decisions), exempt from income tax.  Specific allowances may apply, depending on personal circumstances of the incumbent.

NATO International Civilian employees benefit 30 days of annual leave, life and medical insurance, and a retirement pension plan; expatriated Staff also benefits an expatriation allowance, educational allowance for dependent children and biennial home leave.

In accordance with the NATO Civilian Personnel Regulations, the successful candidate will be offered a definite duration contract of three years, which may, on conditions, be followed by another 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 subject to the agreement of the national authority; the maximum period of service in the post as a seconded staff member is six years.

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Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations in force at the date of the contract.

The appointment is subject to the receipt by the CSO of a security clearance (provided by the national Authorities of the incumbent) and to the delivery of a certificate of medical fitness by the CSO Medical Advisor.

APPLICATION PROCEDURE

Only nationals of the 30 NATO member countries can apply for this position.

Applications must be submitted as follows, as applicable:

For NATO serving civilian Staff members only: please apply via the internal recruitment portal (for more information, please contact your local Civilian HR Manager).

For all other applicants: www.nato.int/recruitment

Candidates will attach a resume, an application letter and educational qualifications certificates to their NTAP application. A Selection Committee will evaluate the applications.  Applicants who pass the initial screening will be invited to attend an interview with the Committee, on a date yet to be determined between 19 and 26 October 2021.

Due to the large number of potential candidates, telephone or email enquiries cannot be dealt with.

Notes:  NATO as 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. According to the NATO Civilian Personnel Regulations, Staff members are appointed on the condition that they are over 21 and under 60 years of age at the time of taking up their appointment. However, appointment may be offered to candidates of 60 years of age or more provided that the expiry date of the contract is not later than the date at which the candidate attains the age of 65.

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