Vacancy Number: B04/0216. Post Number: OSC HCA Job Title: Principal Assistant (Admin, Budget & Pay) NATO Grade: B-5

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1 Vacancy Number: B04/0216 Post Number: OSC HCA 0020 Job Title: Principal Assistant (Admin, Budget & Pay) NATO Grade: B-5 Basic Monthly Salary (12 x per year): 4 086,66, tax free Closing Date: 30 March 2016 Duration of contract: Serving staff members will be offered a contract according to the NATO Civilian Personnel Regulations (NCPR). Newly recruited staff will be offered a definite duration contract of three years normally followed by an indefinite duration contract. GENERAL BACKGROUND: SHAPE, the Supreme Headquarters Allied Powers Europe, is the Headquarters of Allied Command Operations (ACO), one of the two major military commands of the North Atlantic Treaty Organisation (NATO). ACO safeguards an area extending from the northern tip of Norway to the eastern border of Turkey. This equates to nearly two million square kilometres of land, more than three million square kilometres of sea, and a population of about 320 million people. POST DESCRIPTION: Location: Casteau/Mons, 60 Km south of Brussels (Belgium) Division: J1 POST CONTEXT SHAPE is the Strategic Headquarters for Allied Command Operations (ACO). The Resources Directorate is responsible for: Human Resources, Logistics, Engineering, Medical and Urgent Capability Management functions, directing, monitoring and coordinating the implementation of Integrated Resource Management (IRM) activities and staff functions at all levels of command across ACO. The SHAPE J1 Human Resources Division is responsible to ensure a proper manpower and personnel policy and management across the ACO. The SHAPE Civilian Personnel Branch is responsible for providing Human Resources Management (HRM) to civilian personnel. All aspects of HRM are provided for all internationally funded civilian personnel for all headquarters, organizations and agencies for whom SHAPE is administratively responsible (including the SHAPE and Glons based NATO International Civilians (NICs) of the NAEW&C FC and of the NATO Communications & Information Agency (NCI Agency)), and for the General Services staff at the SHAPE International School (SIS) and of the European School of Governance (EUSG). Furthermore, local administrative support is delivered to ACT SEE civilian staff and general supervision is provided over the administration of the Local Wage Scale (LWS) personnel employed and funded by the SHAPE Community Services Fund (SCSF). The Branch is also responsible for the proper conduct of the Internship Programme at SHAPE. The Civilian Administration, Budget and Pay 1

2 Section is responsible for the proper conduct of the life-cycle HRM activities for the NICs, Local Wage Rate (LWRs), Consultants and Temps falling under the responsibilities of the SHAPE Civilian Personnel Branch. The incumbent is responsible for the management of the NIC Personnel Cell within the Section, and deals with all aspects related to the payroll duties and life cycle administration for the SHAPE and Glons based NICs and Consultants. Current numbers amount to some 600 staff members. REPORTS TO Section Head (Civ HR Admin, Budget & Pay), OSC HCA PRINCIPAL DUTIES The incumbent s duties are: (1) Is responsible for the administration of the NICs and Consultants employed, including payroll, pay and budget administration. (2) Ensures the accuracy of salary payments of NICs, including allowances, loans, bonuses, pension schemes/provident Fund contributions and insurance premiums. (3) Is responsible for the calculation and the subsequent payment of the fees for the Consultants and for charging these payments to the proper budgets. (4) Administers the removal of household goods of NICs joining and leaving the Organization and prepares requisitions via the internal automated financial accounting systems. (5) Ensures the accuracy of the calculation and payment of the various deployment allowances and compensatory time off and the effective co-ordination with Joint Force Command Brunssum. (6) Conducts in-processing sessions with new NIC recruits and advises the staff members, future pensioners and Provident Fund holders on their financial matters within his/her competence. (7) Ensures that changes in conditions of employment are speedily acted upon, and that the data for the NICs is timely recorded and processed with the Personnel Management Information System (PMIS). (8) Compiles data for the computation of initial and revised budgets for NICs and Consultants. (9) Is responsible for the overall management within the Branch of the Personnel Management Information System (PMIS). (10) Verifies the accuracy of the details of NIC employment contract renewals and the timely reception of security clearances. (11) Supervises the correct implementation of personnel leave, Compensatory Time Off and education travel policies and directives. (12) Establishes recommendations on policy matters concerning personnel pay and administration. (13) Advises the staff working in the Section on related matters and supervises the filing and archiving of the personal and pay documentation of NICs and Consultants. (14) Drafts letters to personnel on matters pertaining to Finance and Administration. Legal authority is held: None Budget authority is held: None Decision authority is held: Authority to make decisions within the assigned subfunctional area that affect the commitment of financial resources within the different legal entities served. 2

3 The incumbent deputises for Section Head (CIV HR Admin, Budget & Pay) (OSC HCA 0010). ADDITIONAL DUTIES The incumbent may be required to undertake deployments in support of military operations and exercises, and/or TDY assignments, both within and without NATO boundaries up to 30 days. 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. QUALIFICATIONS ESSENTIAL QUALIFICATIONS 1. Professional/Experience (a) Minimum 3 years of professional experience in the handling of the financial aspects of personnel management and administration. (b) Minimum 3 years of professional experience in the use of an automated Personnel Management and Payroll tool. 2. Education/Training Higher Secondary education and completed higher vocational training in human resources management, social sciences, law, business administration, or related field, public administration or related discipline leading to a formal technical or professional certification with 3 years function related experience, or a Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 5 years post related experience. 3. Language English SLP 3333 (Listening, Speaking, Reading and Writing) French PLS 2222 (Écouter, Parler, Lecture et Écriture) NOTE: The work both oral and written in this post and in this Headquarters as a whole is conducted mainly in English. 4. Standard Automatic Data Processing Knowledge Word Processing Spreadsheet Graphics Presentation Database Clients/Web Browsers Web Content Management DESIRABLE QUALIFICATIONS 1. Professional/Experience Specific Experience: (a) Sound knowledge of the NATO Civilian Personnel Regulations (NCPRs) as it impacts on pay, allowances and pensions. (b) Knowledge of, and experience with, automated personnel management and administration tools in a leading role. (c) Knowledge of, and experience with, basic accounting and budgeting techniques. (d) Experience in a military headquarters or in an international organization. 3

4 2. Education/Training N/A 3. Language English SLP 4444 (Listening, Speaking, Reading and Writing) French PLS 3333 (Écouter, Parler, Lecture et Écriture) CIVILIAN POSTS 1. Personal Attributes The incumbent must have good inter personal and communication skills as well as diplomacy when dealing with civilian staff members and their managers. Must be able to use own initiative and judgment to propose solutions for unexpected problems and determine which issues to refer to supervisor. Must be able to plan and organize her/his own work and prioritize tasks and actions. Skillful in handling details, personal documents, follow up actions, deadlines. The variety of regulations and procedures require the incumbent to be able of quick and efficient continuous practical learning on the job. 2. Managerial Responsibilities The incumbent is responsible for the proper functioning of the NICs payroll cell within the Section and exercises direct managerial responsibilities over 2 B-grades. There are first line reporting responsibilities for 2 B-4s. 3. Professional Contacts The incumbent, soliciting and providing information and inputs, has routine contact with personnel at SHAPE and Glons. Has professional contact with supervisors and managers of NATO International Civilians at all levels, the Civilian Human Resources Managers and other NATO Bodies. He/she co-ordinates routine payroll matters with NATO HQ. 4. Contribution to the Objectives He/she provides personal/financial data to the Budget & Pay Officer to allow decision making and also assists in committing the funds of the Organisation (Civilian Personnel salaries). He/she, under the supervision of the Section Chief, ensures that financial commitments of NICs and Consultants salaries and fees are executed in accordance with the provision of the respective procedures to avoid the risk of the Organisation being subject to legal proceedings. 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 / risk might increase when deployed. REMARKS N/A!!PLEASE READ CAREFULLY!! HOW TO APPLY FOR A NATO CIVILIAN POST AT SHAPE: Applications for civilian employment should be made for a specific vacancy using the official shape application form that you will find with the job description of the current NATO civilian vacancies at the following address: and should be submitted exclusively 4

5 electronically to not later than the closing date in order to be considered. Only applications completed in accordance with the following instructions will be taken into consideration. The others will be rejected automatically. It is imperative that the subject line of your starts with the vacancy number, and further includes the post title and the grade of the post for which you are an applicant. Your application will not be taken into consideration if this information is omitted from the subject line of your . A) The application form and its supporting documentation (i.e. continuation sheets and copies of certificates) could be sent in a single containing a maximum of two electronic files (file 1: application form, file 2: supporting documentation). For technical reasons, the supporting documentation should not be attached to an internet link (i.e. personnel website, etc...). B) File 2 should be a single document of a maximum of 4 pages containing a copy of the qualification/certificate covering the highest level of education required by the job description. If this certificate is not in one of the two official NATO languages, you should include a translation into French or English. C) Candidates must answer each question completely in English (preferably) or in French. D) 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 boxes 8a (Secondary education), 8b (Higher education), 8c (University education), 8d (Other education/training) and 15 (Employment record, which should contain a summary of work and for which, if necessary, continuation sheets can be added). E) If necessary you will be requested to supply documentary evidence in support of the statements you make in your application. Do not, however, send any additional documentation (such as certificates of other education/training, evaluation sheets, job descriptions, letters of appreciation/recommendation etc ) until you have been asked to do so by the SHAPE recruitment office and, in any event do not submit the original texts of references or testimonials unless they have been obtained for the sole use of the shape recruitment office. F) If you are or have been a NATO International Civilian, please indicate last grade and step held, and specify in which NATO body you are/were employed. G) If you are or have been employed as a civilian in one of the coordinated organisations, please indicate last grade and step held, and specify in which organisation you are/were employed. Remarks: A) Only nationals from the 28 member states can apply for vacancies at SHAPE. the member states are: Albania, Belgium, Bulgaria, Canada, Croatia, Czech Republic, Denmark, Estonia, France, Germany, Greece, Hungary, Iceland, Italy, Latvia, Lithuania, Luxembourg, The Netherlands, Norway, Poland, Portugal, Romania, Slovenia, Slovakia, Spain, Turkey, United Kingdom and United States of America. B) All applications are acknowledged by return- . Should you not receive an acknowledgement within 3 working days of submitting your application, please resubmit the application to rsc.recruitment@shape.nato.int. C) Note for the personnel officers: if you have qualified redundant staff of same grade, please let us know by message not later than 15 March D) Due to the large amount of applications received for all vacancies, telephone, or telefax enquiries cannot be dealt with. 5