N A T O U N C L A S S I F I E D

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1 VACANCY NOTICE JFTC Applications are invited for the position of Staff Assistant (Civilian Human Resources), NATO grade B-4, post number TFC SHX 0050 at the Joint Force Training Centre (JFTC) located in Bydgoszcz, Poland. The selection for this post will be undertaken at the earliest possible opportunity. Applications must be made on the JFTC Application Form, together with duly completed Post Requirements Form. The JFTC Application Form, Post Requirements Form and additional information are available on the JFTC internet website: Please quote vacancy number JFTC in the subject of your e- mail and send the application and the post requirements form by in Microsoft Word format to no later than Tuesday, 05 July 2016, 15:30 CET. The application and the post requirements form in different format than Microsoft Word will not be accepted. Curriculum Vitae or resumes alone will not be accepted, either. Continuation sheets to the application form are allowed. The forms may be supported by up to three attachments, each being one A-4 page only, providing copies of the most relevant educational or vocational training certificates required for this post. Candidates should not send any additional documentation (such as letters of appreciation, etc.) until requested to do so by the JFTC Human Resources Management Branch (HRMB). Receipt of applications will be acknowledged by return . Should you not receive an electronic acknowledgement within three working days of submitting your application, please resubmit the application. Only applications from nationals of NATO member states can be accepted. Applications must be submitted by to: Closing Date for applications: 05 July 2016, 15:30 CET Location: Bydgoszcz, Poland Notes for NATO Civilian Human Resources Managers: if you have qualified redundant staff at grade B-4, please advise JFTC Staff Officer (Human Resources) no later than the closing date. Contract: This position is for a limited duration of 3 (three) years. Serving civilian members of NATO will be offered a contract in accordance with the NATO Civilian Personnel Regulations. Salary: Starting basic salary is PLN per month (tax-free). Additional allowances may apply depending on the personal circumstances of the successful candidate. For further details see NATO Terms & Conditions of Employment. Applications not submitted on the JFTC Application Form will not be taken into consideration. TFC SHX 0050 N A T O U N C L A S S I F I E D Page 1 of 5

2 NATO JOB DESCRIPTION PART I - JOB IDENTIFICATION Job Title Staff Assistant (Civilian Human Resources) Date April 2016 PE Post Number TFC SHX 0050 Command Allied Command Transformation Rank/Grade B-4 HQ Joint Force Training Centre 2012 Nationality JFTC Command Group Service Civilian Directorate Office of DCOM / COS Job Code 345P Division Headquarters Support Division Branch Duty Location Human Resources Management (HRM) Branch Bydgoszcz (POL) PART II - PE DETAILS A. POST CONTEXT - As directed by Supreme Allied Commander Transformation, and in support of operational commanders, the Joint Force Training Centre (JFTC) serves as a focal point for NATO combined and joint operations and warfare at the tactical level in order to assist the transformation of Allied and Partner forces. - The Chief of Staff/Deputy Commander leads and coordinates all aspects of the Staff s work in support of the Commander, including tasking, direction and guidance, cross-staff support, oversight and management of resources and the development and delivery of training and experiments. The Headquarters Support Division ensures resource, infrastructure and property management and support at the JFTC and in support of static and, as required, distributed training and experiments. The Human Resources Management Branch ensures personnel administration and human resource management and support at the JFTC and in support of static and, as required, distributed training and experiments. The Staff Assistant (Civilian Human Resources) is responsible to provide principal assistance to the personnel administration and management of international civilian personnel in the Joint Force Training Centre (JFTC). In addition this post provides international civilian personnel support services to the NCIA CIS Support Unit (CSU) Bydgoszcz, and the 3 rd NATO Signal Battalion (3 rd NSB), NCISG, ACO. B. REPORTS TO Staff Officer (Human Resources), TFC SHX C. PRINCIPAL DUTIES The incumbent s duties are: 1. Provides advice and guidance to staff on HR policy and procedures in prime area of responsibility. 2. Operates the NATO civilian computerized payroll system (currently PMIS) for all supported sites (JFTC, NCIA CSU Bydgoszcz and 3 rd NATO Signal Battalion (3 rd NSB), NCISG, ACO). This involves making monthly inputs, running internal control reports and validating data changes, opens and closes pay cycles and performs periodic house-keeping tasks to ensure appropriate parameters are applied during salary calculation; 3. Extracts data from PMIS using the report generator function and prepares supporting documents and associated electronic out-put for Staff Officer (Human Resources) review and approval before TFC SHX 0050 N A T O U N C L A S S I F I E D Page 2 of 5

3 further processing of the payroll by BUDFIN. 4. Administers overtime requests and records. 5. Informs staff of their entitlements under the NATO Civilian Personnel Regulations and provides personnel administration in respect of salary, allowances, pension, and social security issues. 6. Assists with the compilation of annual budget data related to NATO Civilian Budget Items. 7. Prepares employer financial statements and declarations. 8. Coordinates closely with host nation social security authorities and NATO s Group Insurers. 9. Assists with audits by ensuring appropriate payroll and finance-related personnel records are maintained and easily retrievable. 10. Coordinates separation to include pension, removals, travel and loss of job indemnity. 11. Provides training for staff members on Pension and Medical Insurance. 12. Deputizes for the Staff Officer (Human Resources) as necessary during his/her absence. 13. Acts as a member for NATO civilian and contractor selection boards when required. 14. Participates in working groups and meetings on payroll/allowances and pension matters. 15. Operates the Human Resources Data System currently APMS (Automated Personnel Management System) for all supported sites. This involves making inputs, running reports and validating data changes. There are no first line reporting responsibilities. D. ADDITIONAL DUTIES 1. Flexibility Clause: In order for the command to deal with emergent requirements the incumbent may be required to perform other related duties as directed (in particular, the incumbent can expect to work as a member of Working Groups, Project Teams, etc. for defined periods of time). Additionally, the incumbent may also be reassigned as directed by the Deputy Commander / Chief of Staff for up to 180 days (and where necessary in excess of 180 days with the agreement of the incumbent). 2. Annual TDY Requirement: The incumbent may be required to undertake TDY both within and outside NATO s boundaries for approximately 10 days per year. 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 work is normally performed in a typical Office environment. Normal Working Conditions apply. The risk of injury is categorised as: No Risk PART III QUALIFICATIONS A. ESSENTIAL QUALIFICATIONS 1. Professional/Experience Primary: 345P: Personnel management. Military personnel operations typically include distribution and assignment of military personnel; professional development; promotions; retention; and separations. Civilian personnel operations typically include staffing; employee relations advisory services; qualification determinations; classification of positions; retirement counseling and processing; employee development; labour relations; and administration of performance management process. Primary Skill Level: Assist: Works under routine supervision, uses minor discretion in resolving problems or enquiries without frequent reference to others. Performs a range of different work activities in a variety of structured environments, using appropriate methods, tools and applications in a rational and organised approach. Plans and schedules own work within short TFC SHX 0050 N A T O U N C L A S S I F I E D Page 3 of 5

4 time horizons. May have some influence within own domain and also have some contact with external organisations, HQs and agencies. a. At least three years of experience in human resources or payroll administration. b. Hands-on experience with effective utilisation of databases. 2. Education/Training Secondary education and basic training in human resources management, social sciences, law, business administration, or related field, public administration or related discipline for specific task related skills, with 2 years experience. 3. Security Clearance NATO SECRET 4. Language English SLP 3322 (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. 5. Standard Automatic Data Processing Knowledge Word Processing: Working Knowledge Spreadsheet: Working Knowledge Graphics Presentation: Basic Knowledge Database: Advanced Knowledge Clients/Web Browsers: Working Knowledge Web Content Management: Not Required B. DESIRABLE QUALIFICATIONS 1. Professional/Experience a. Specific Experience: Previous relevant experience in an international organisation, preferably NATO. b. Good understanding of the NATO Civilian Personnel Regulations. c. Experience in using Oracle-based software. Knowledge of host nation social security rules. 2. Education/Training Higher secondary education with an understanding of basic accounting and payroll principles. Higher vocational training in personnel administration, payroll, accounting or related fields leading to a formal technical or professional certification. - To meet the organizational requirements, the incumbent attends training courses/seminars to maintain or achieve functional qualifications in the subject field of service. Courses: LSR-LC-3030 RESOURCE MANAGEMENT EDUCATION PROGRAMME (RMEP) COURSE (NU) - NATO School Oberammergau (DEU) ETE-ET-1032 NATO STAFF OFFICER ORIENTATION COURSE (NU) - NATO School Oberammergau (DEU). 3. Language TFC SHX 0050 N A T O U N C L A S S I F I E D Page 4 of 5

5 English - Very good SLP 4444 Polish - SLP 2232 Note: Provides a service similar to a support element for NATO civilians and it is therefore an advantage to be able to speak and read the Polish language. C. CIVILIAN POSTS 1. Personal Attributes Very good interpersonal and communication skills with a focus on customer service. Applies knowledge to ensure smooth operation of everyday functions, to identify, evaluate and initiate the resolution of problems and to ensure compliance with prevailing procedures and regulations. A methodical approach and attention to detail are important attributes to ensure a high level of accuracy is maintained on tasks which may have legal and/or financial consequences. Must be in good health, flexible and able to work under pressure. Incumbent will be required to translate complex guidance in the determination and delivery of entitlements. A firm but friendly manner is essential when dealing with personnel. 2. Managerial Responsibilities There are no first line reporting responsibilities. Participates in selection boards or other special projects as directed. Plans most daily work within set priorities. However, the incumbent will have to deal with a broad range of Civilian HR issues and be able to plan and co-ordinate workload accordingly. The post holder is required to maintain an overview of Civilian Human Resources Management activities as he/she will deputize for the Staff Officer (Human Resources) in his/her absence. 3. Professional Contacts Exchanges information regularly with JFTC military and civilian personnel from senior officials to junior staff. Exchanges information extensively with BUDFIN staff. Maintains working-level contacts with NATO HQ staff responsible for PMIS configuration and administration. Participates in working groups and meetings on payroll/allowances and pension matters. Contacts with host nation social security authorities and NATO s Group Insurers to query entitlements. Acts as a member for NATO civilian and contractor selection boards when required. 4. Contribution to the Objectives Provides essential human resources administration support and thereby assists 3 NATO bodies (JFTC, NCIA and 3 rd NSB/NCISG/ACO) to fulfil their legal and financial obligations in accordance with the NCPRs. 5. Work Environment The work is normally performed in a typical Office environment. Normal Working Conditions apply. The risk of injury is categorised as: No Risk D. REMARKS N/A TFC SHX 0050 N A T O U N C L A S S I F I E D Page 5 of 5