Staff Assistant (Civilian Human Resources) at NATO

Norfolk, New York, United States -

Full Time

Start Date

Immediate

Expiry Date

11 Jan, 26

Salary

0.0

Posted On

13 Oct, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Payroll Accounting, Human Resources Management, Budget Management, Personnel Administration, Mathematical Skills, Verbal Communication, Written Communication, Automated Payroll Systems, Personnel Database Systems, Tact and Discretion, Diplomacy, Cost Estimation, Documentation Management, Education Allowance Calculations, International Environment Experience, NATO Environment Experience

Industry

IT Services and IT Consulting

Description

Post Context ACT contributes to preserving the peace, security and territorial integrity of Alliance member states by leading, at Strategic Command level, Warfare Development required to enhance NATO’s posture, military structures, forces, capabilities and doctrines. The Resources and Management (RM) Directorate acts on behalf of SACT on all internal management and resource-related issues. It monitors the coherency of ACT plans to ensure that ACT remains an effective and efficient organization and improves continuously. The Human Resources Management Branch is responsible for maintaining ACT's Peacetime Establishments (PE) on behalf of SACT as PE Authority; providing administrative and personnel customer service to all NATO and Partner Nations; and performing human resource management and recruitment functions with respect to HQ SACT and JALLC civilian staff. The Branch is comprised of three sections: Workforce, Military Personnel and Civilian Personnel. The Staff Assistant (Civilian Human Resources) (Payroll, Budget and Allowances) works in the Civilian Human Resources Section of the HRM Branch. This section is responsible for Civilian Human Resources Management including civilian personnel administration, recruitment, fund management and policy. Principal Duties: Processes civilian payroll including management of the NATO Personnel Management Information System (PMIS), calculation of monthly payroll with monthly changes report, generation of monthly pension, onboarding and input of new employees or transferees, leavers, insurance and other related reports. Calculates allowances outside of payroll such as education travel allowance, Home leave travel assistance. Reviews posting of civilian expenditures on the financial system and generates documentation for Centralized NATO Automated Financial System (CNAFS/ FINs) transactions. Assists with the input provided by the Section for preparation of civilian personnel budget (Chapter I) and Medium Term Financial Plan for HQ SACT and JALLC. Generates reports as required by NATO HQ or internally. Prepares cost estimates for new civilian posts. Conducts annual revalidation of allowance entitlements and follow-up thereof. Obtains documentation to verify new entitlements, prepares initial payroll authorizations for newcomers and initiates payroll authorization forms for approval to enact authorized changes. Coordinates All Education Allowance calculations including education travel and settlements using PMIS and FINs (raising PRs for education Travel) Processes home leave requests for civilian expatriate staff, verifies entitlement for staff and family members, verifies costs. Drafts employment verifications and completes mortgage verifications requests for civilian staff members. Drafts routine correspondence for Section Head (Civilian Human Resources Policy) and Civilian Human Resources Manager signature. Receives, distributes and files correspondence. Maintains personnel files and other documents within the Section. Administers and maintains content on the Civilian Human Resources approved communication portal (e.g. Sharepoint, teams, NATO engage). Cross trains with Civilian Human Resources assistants in the section to be able to perform their duties in their absence. Essential Qualifications / Experience: Higher Secondary education and completed higher vocational training leading to a formal technical or professional certification with 3 years function related experience, or Secondary education and completed advanced vocational training leading to a professional qualification or professional accreditation with 5 years post related experience. 3-5 years' experience (depending on educational background/degrees) in administrative work within a Human Resources Office with a minimum of 3 years experience in payroll accounting and fiscal practices, preferably in an organization with expatriate staff. Demonstrated experience in the utilization of automated payroll systems and personnel database systems. High level of mathematical skills. Very good verbal and written communications skills. Language: English – SLP 3322 - (Listening, Speaking, Reading and Writing) Desirable Qualifications / Experience: Experience in personnel administration and compensation in an international organization. Prior experience of working in a NATO environment in a personnel or fiscal capacity. French SLP 2222 - (Listening, Speaking, Reading and Writing). Attributes/Competencies: Personal Attributes: Ability to work harmoniously in an international environment Ability to exercise judgment to select a proper course of action. Ability to exercise tact, discretion and diplomacy in professional interactions. Professional Contacts: Internal: Staff members, supervisors, Fiscal staff, CIS User Domain staff External: Counterparts in other NATO personnel offices, NATO HQ Pensions Computation Unit, NATO HQ Social Service, NATO HQ IS (DCPS), NATO PMIS Manager, Van Breda Insurance, job applicants Purpose of contacts: research, exchange of information, troubleshooting Contribution To Objectives: Provides direct support to the HQ human resource management objectives by managing all payroll related duties and general human resources duties. 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 staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations. Newly recruited staff will be offered a three year definite duration contract. Notes for Candidates The HQ SACT web site gives full details on the eligibility criteria and application processes to be adopted by all candidates. However, candidates should particularly note: Please answer each of the pre-screening questions completely in English. Expressions such as: “please see attached CV, please see annex, please see enclosed document, etc” are not acceptable; this is a cause of immediate rejection of the application. Particular attention should be given to Education and Experience section of your application form, which should be populated with details of your career to date and educational achievements and certifications as they relate to your application. 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. NATO is committed to diversity and inclusion, and strives to provide equal access to employment, advancement and retention, independent of gender, age, nationality, ethnic origin, religion or belief, cultural background, sexual orientation, and disability. NATO welcomes applications of nationals from all member Nations, and strongly encourages women to apply. Please note that this role is pending formal establishment. The selected candidate will be informed of the outcome of their interview but will not receive an offer until the position is officially validated. This vacancy will close on 27 October 2025 @ 17:59hrs (EDT)/11:59hrs (CEST).

Responsibilities

The Staff Assistant processes civilian payroll, manages the NATO Personnel Management Information System, and calculates various allowances. They also assist in budget preparation and generate reports as required by NATO HQ.