OPEN TO NATIONALS OF NATO MEMBER STATES ONLY Job Title\: Staff Assistant (Civilian HR & Talent) NATO Grade\: NATO GRADE 10 NATO Body\: Headquarters Allied Maritime Command (HQ MARCOM) Location\: Northwood, Middlesex, UK SECURITY CLEARANCE\: NATO SECRET (NS) Basic Monthly Salary\: £4,097.34 tax free Contract Length\: 3 Years (see Contract section below) Closing Date\: 06 October 2024 POST CONTEXT Allied Maritime Command is the Maritime Theatre Component Commander delivering 360 degree maritime focussed awareness and connectivity while planning and commanding the full range of maritime operations. The Support Directorate directs the delivery of operational support functions and activities. The N1 Division is the Military Workforce Organisational Element (MMOE) in HQ MARCOM responsible for all matters pertaining to workforce and staffing of military and civilian personnel. The Civilian Human Resources Office (CHR) is responsible for all HR matters pertaining to NATO International Civilians (NICs) and all other relevant civilian personnel. The incumbent is part of the N1 Division and provides direct support for recruitment and administration of staff employed at MARCOM. DUTIES The incumbent's duties are: Recruitment - Provide direct support to MARCOM on the advertising, recruitment and onboarding of civilian personnel which includes management of the recruitment campaigns, administration of the interview panels and supporting the creation of job descriptions and job adverts ensuring engagement across the Headquarters. - Initiating security clearance applications and transfers for MARCOM civilian staff. Manage Civilian Personnel Security Clearance (PSC) processes including coordination with the respective National Security Agencies. - Initiating pre-employment medicals for new staff. - Produce required paperwork for onboarding of new staff. - Point of contact for travel and transportation for interview candidates and visitors to the Civilian Personnel Office. - Support travel and removal required for MARCOM and NCIA staff prior to commencing employment. - Escorts visitors to the Civilian Personnel Office during selection boards, arranging access, transportation and accommodation for candidates where required. Other - Provide input to payroll activities for MARCOM and NCIA civilian staff. - In the absence of the Staff Assistant (Civilian Personnel), calculates and maintains the monthly payroll, generating and distributing payslips. Calculates payments manually if necessary and processes insurance premium payments to the insurers and the contributions to the Coordinated and Defined Contributions Pension Schemes. - Administer procedures for MARCOM and NCIA staff who separate from the Organisation. - When needed deputise in-processing role for MARCOM Staff. - Support the digitization of the Civilian HR Office, by ensuring timely filing of documentation and the digitization of the paper HR files into the new digital filing system. SPECIAL REQUIREMENTS AND ADDITIONAL DUTIES The employee may be required to perform a similar range of duties elsewhere within the organisation at the same grade without there being any change to the contract The incumbent may be required to undertake operational deployments and/or TDY assignments both within and without NATO's boundaries for up to 183 days in any period of 547 days. QUALIFICATIONS AND EXPERIENCE Essential Professional Experience (1) Recruitment Management and administration is the study of planning, directing and operating the functions and activities of organizations and institutions. Programmes in management also including administration, economics, finance etc. are included here if emphasis is given to management and administration. Skill Level (Enable) Works under general direction within a clear framework of accountability. Exercises substantial personal responsibility and autonomy. Plans own work to meet given objectives and processes. Influences customers, suppliers and partners at account level. May have some responsibility for the work of others and for the allocation of resources. Participates in external activities related to own specialism. Makes decisions which influence the success of projects and team objectives. Work includes a broad range of complex technical or professional activities, in a variety of contexts. Investigates, defines and resolves complex issues. Selects appropriately from applicable standards, methods, tools and applications. Communicates fluently, orally and in writing, and can present complex information to both technical and non-technical audiences. Facilitates collaboration between stakeholders who share common objectives. Plans, schedules and monitors work to meet time and quality targets. Rapidly absorbs new information and applies it effectively. Maintains an awareness of developing technologies and their application and takes some responsibility for driving own development. Experience - Two years' experience in recruitment/Talent acquisition. (2) Business administration Activities that involve planning, organizing, directing, coordinating, controlling, and evaluating the use of people, money, materials and facilities to accomplish assigned functions and tasks. Officers require broad military background including previous major staff experience in a joint or combined staff in a large HQ, Joint Command, NATO HQ or MOD. Wide experience in office communication and information systems. High level of organisational, coordination and communication skills Skill Level (Enable) Works under general direction within a clear framework of accountability. Exercises substantial personal responsibility and autonomy. Plans own work to meet given objectives and processes. Influences customers, suppliers and partners at account level. May have some responsibility for the work of others and for the allocation of resources. Participates in external activities related to own specialism. Makes decisions which influence the success of projects and team objectives. Work includes a broad range of complex technical or professional activities, in a variety of contexts. Investigates, defines and resolves complex issues. Selects appropriately from applicable standards, methods, tools and applications. Communicates fluently, orally and in writing, and can present complex information to both technical and non-technical audiences. Facilitates collaboration between stakeholders who share common objectives. Plans, schedules and monitors work to meet time and quality targets. Rapidly absorbs new information and applies it effectively. Maintains an awareness of developing technologies and their application and takes some responsibility for driving own development. Experience - Two years' experience in general Human Resources Management preferably in an international/NATO Environment. - Three years' experience in the application management of an automated HR system/ERP, preferably NATO HRDS tools as APMS/ERT. Essential Education/Training Higher Secondary education and completed higher vocational training in accounting, finance, management, business administration, public administration or related discipline leading to a formal technical or professional certification with 3 years function related experience, or Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 5 years post related experience. Essential Language English - SLP 3333 - (Listening, Speaking, Reading and Writing) NOTE: The work both oral and written in this post and in this Headquarters as a whole is conducted mainly in English. ATTRIBUTES/COMPETENCIES Personal Attributes\: The incumbent must show initiative and judgement in dealing with a variety of tasks and issues. Must be a quick thinker and able to handle last-minute requests. Uses own initiative to propose solutions for unexpected problems and determine which issues to refer to supervisor. Must be capable of handling details and the complexities of developments in standard Automated Data Processing technology. Sound judgement and initiative are required in setting priorities within own area of autonomy and in recommending and implementing policy and procedural improvements. Possesses good inter-personal and communication skills; displays courtesy, understanding and tact when dealing with others. Professional Contacts\: Internally\: Staff members and their supervisors at the ACOS and DCOS level, Office of Finance and Legal Advisor. Externally\: Policy/decision markers at HQ NATO; host-nation military organisations and services. The purpose of contacts range from exchange of information to negotiation without committing MARCOM. Contribution to the Objectives\: The incumbent of this post is required to actively participate in identifying solutions and proposals, exercising judgement and critical thinking when advising on Civilian Recruitment matters. Direct contribution to MARCOM objectives by ensuring compliance with NATO regulations, meeting organisation staffing needs, and ensuring effective functioning of the human resource management programs. Develops procedures and policy in own area of professional competence. The work involves the analysis and research of a complete task with recommendations effecting the plans and management of the organisation. CONTRACT This post is approved for a 3-year duration. It is currently unknown what will happen at the end of the 3-year period. Therefore, although there may be a possibility of an extension or even a permanent contract there is a very high risk that the post will not continue beyond the 3-year point and as such no guarantee of work beyond 3 years can be offered. Newly recruited staff and currently serving NATO Civilian Staff with less than 10 years of service will be offered a definite duration contract of 3 years. Serving NATO civilian staff with more than 10 years of service will be offered a contract according to the NATO Civilian Personnel Regulations. The basic entry-level monthly salary for a NATO Grade 10 in the UK is £4,097.34 tax free which may be augmented by allowances based on the successful candidate’s eligibility. HOW TO APPLY HQ MARCOM uses NATO Talent Acquisition Platform. In order to apply for this vacancy, please visit the platform at: https\://nato.taleo.net/careersection/2/jobsearch.ftl?langen, and search for vacancies within HQ MARCOM. Essential information must be included in the application form. Each question should be answered thoroughly. Expressions such as “please see attached CV”, or invitations to follow links to personal webpages, are not acceptable, and will be disregarded. Application form must be filled out in English. Applications are automatically acknowledged within one working day after submission. In the absence of an acknowledgment please make sure the submission process is completed or, re-submit the application. Shortlisted candidates invited to the interview phase, will be requested to provide, where applicable, copies of Educational and Vocational training certificates. Current and past civilians working for NATO or any Coordinated Organization, shall indicate their last grade and step held (next to the job title) and specify the name of employing NATO body or Coordinated Organization. Qualified redundant staff of the same grade interested in this post should inform this office, via their own HR/Personnel Office by not later than the vacancy’s closing date. EMPLOYMENT PRE-REQUISITES: Candidates are invited to submit their application if: · They are national of a NATO member country · They are over 21 and under 60 years of age at the time of taking up their appointments. Appointments of definite duration may be offered to candidates of 60 years of age or more, provided the expiry date of the contract is not later than the date at which the candidate attains the age of 65. ADDITIONAL INFORMATION A NATO security clearance of the level required by the position, and approval of the candidate’s medical file by the NATO Medical Adviser are essential conditions for appointment to this post. Applicants are not required to possess a clearance at the time of applying, but must be eligible for a clearance. HQ MARCOM will take action to obtain the required security clearance from the successful candidate’s national authorities. Candidates must meet all the essential qualifications in order to be considered qualified. Should no qualified candidates be found, candidates not possessing all the essential qualifications may be considered. However, they will be appointed at a lower grade and their employment contract will stipulate the conditions under which the grade attached to post can be granted and the employment contract confirmed. Please note that any job offer arising from this job advert will be provisional pending confirmation of the funding of the position.