NATO UNCLASSIFIED. STAFF VACANCY IMS/001/ February 2006 INTERNATIONAL MILITARY STAFF

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1 INTERNATIONAL MILITARY STAFF ETAT-MAJOR MILITAIRE INTERNATIONAL STAFF VACANCY IMS/001/ February 2006 DIVISION: OFFICE OF HUMAN RESOURCES INTERNATIONAL MILITARY STAFF TITLE: Civilian Human Resources Manager GRADE: A-3 POST CONTEXT 1. A NATO International Civilian (NIC) post in the Human Resources (HR) Office of the International Military Staff (IMS) which is responsible for the management of IMS international civilian personnel. To ensure a single coherent focus, the Civilian Human Resources Manager reports through the Head HR, IMS, which is a military post. The incumbent has direct access to the Director IMS (DIMS) and Senior Management on aspects related to civilian personnel policy, regulations, procedures and sensitive matters, such as disciplinary issues and complaints and appeals. The incumbent must be proactive and able to work on his/her own initiative and without direct supervision. PRINCIPAL DUTIES 2. The incumbent is responsible for civilian personnel management as defined by the NATO Civilian Personnel Regulations (CPRs) and other related policies and directives on NIC and Local Wage Rate (LWR) personnel. Under the general guidance/supervision of the Head HR, he/she is responsible for a variety of dissimilar management functions. 3. Duties include: a. developing the implementation of civilian personnel policy and procedures, including contract policy and procedures for the participation of the IMS NICs in support of NATO Out-of-Area Operations and assure their periodical review for continued effectiveness; b. providing professional advice to DIMS and Senior Management on all matters pertaining to civilian personnel management and administration including complaints and discipline. He/she is responsible for staffing and recommending appropriate disciplinary action related to civilian personnel in accordance with the CPRs and DIMS delegated authority; 1

2 c. representing the IMS at NATO HQ Working Groups and Committees where civilian personnel policy and procedures are developed in view of a coordinated and consistent application within NATO HQ; d. managing all aspects related to NIC recruitments including: 1) developing and maintaining an efficient and effective recruitment service; 2) advising on Job Description review, vacancy notices and selection board composition; 3) acting as a member and secretary to selection boards as necessary; 4) revising and preparing shortlists of candidates; 5) participating and providing advice in interview panels, and writing interview reports; 6) implementing all follow-up on recruitment actions to ensure candidates are appointed in the shortest possible time; e. managing IMS contract policy including contract offers, renewals, contract termination, ensuring accuracy and timeliness; f. fulfilling the role of Fund Manager for the training and development budget and the personnel budget related to civilian personnel. In this capacity, with the assistance of a subordinate staff and using the NATO Automated Financial System (NAFS) and other related financial tools, he/she is responsible for the preparation, execution and control of both budgets, overseeing and approving computations of salary, allowances prepared by IS Payroll Services, training requirements, managing overtime and other expenditure related to civilian personnel; g. ensuring proper implementation of Performance Management System and its continuous adaptation to IMS requirements. In this capacity, assisting managers and staff in: 1) setting out the individual objectives and conduct of subsequent performance appraisals; 2) selecting and implementing the training and development programme aimed at building the civilian HR capabilities of the IMS as well as supporting the personnel development of staff; 3) building and maintaining the civilian staff competency database and the development of staff career and mobility programmes; 4) implementing a recognition and reward programme if approved by Senior NATO Management; 2

3 h. ensuring, through a subordinate staff, the up-to-date maintenance of the personnel management information (P-INFO) system and of all pertinent records on personnel data; i. exercising the administration of leave and overtime; j. producing official documents and other IMS internal / external correspondence, including PE change requests affecting civilian positions and the update of civilian personnel aspects of MC 0002 and IMSSOP-4; k. coordinating with NATO Office of Security (NOS) for security clearances and with the IS Social Services for civilian staff welfare, social security and medical services; l. counselling and acting as Prevention Advisor for the implementation of the IS/IMS policy for Protection against Discrimination and Harassment at Work; m. establishing constructive dialogue and consultation with the members of the Civilian Staff Association; n. assisting the IMS Legal Officer and DIMS on Civilian Appeal Board cases; o. representing the IMS in the Advisory Panel on Administration and other Civilian Working Groups and meetings. In addition, representing the IMS at Civilian Personnel Classification Boards as necessary; p. liaising with civilian HR managers of the other NATO Bodies; q. deputising for HHR as necessary. ADDITIONAL DUTIES 4. The incumbent may be required to: a. attend additional training and specialised courses in the field of HR management, including the NATO Resource Management Education Programme (RMEP) course at NATO School; b. perform any other duty as required, as well as temporary duty travel within and outside of NATO s boundaries; c. work long hours when required. ESSENTIAL QUALIFICATIONS 5. Professional. The incumbent must: a. have at least 6 years working experience in HR in progressively responsible positions at managerial level, preferably in an international environment comprising 3

4 both military and civilian personnel and in-depth knowledge of modern HR concepts and theories; b. have working experience in the management of modern Performance Management systems; c. have a good understanding of financial and accounting concepts. 6. Education/Training. The incumbent must be educated to university degree level or equivalent in law, public administration, social sciences or an equivalent discipline or to higher secondary education coupled with an intermediate vocational training in an HR management discipline and a minimum of 8 years of professional working experience in HR management in a position of similar content. 7. Security Clearance. NATO SECRET. 8. Languages. a. English (SLP) 4444 (listening/speaking/reading/writing very good). b. French (PLS) 212- (listening/reading fair; speaking elementary) [Note: the work, both oral and written, for this post and in the Headquarters as a whole is mainly conducted in English.] 9. Standard Automated Data Processing (ADP) Knowledge. Familiarity with modern office equipment, including Microsoft based software applications. DESIRABLE QUALIFICATIONS 10. Professional. The incumbent should have: a. proven experience in performing similar duties in an international organisation, comprising both military and civilian personnel (preferably NATO); b. a thorough knowledge of the NATO Civilian Personnel Regulations (CPRs), NATO Financial Regulations, and other Rules and Procedures related to the administration of international civilian staff. 11. Education/Training. The incumbent should have attended the NATO Resources Management Education Programme (RMEP) course at NATO School. 12. Languages. French (PLS) 2222 (listening/speaking/reading/writing fair). PERSONAL ATTRIBUTES 13. The incumbent must: a. be able to work under minimal or no supervision within the framework of the NATO CPRs, IMS policies and legal constraints; 4

5 b. be able to interpret regulations form different sources and to implement them, having taken due regard of staff member personal views; c. possess refined interpersonal skills and a high degree of integrity, tact, discretion and sound judgement; d. be proactive, highly organised and flexible in problem-solving and decision making; e. have a sense of diplomacy, propriety and team culture in order to work harmoniously and effectively with colleagues and other staff at all levels, both military and civilian of various nationalities and cultural backgrounds; f. be prepared to work long hours, often under pressure. MANAGERIAL RESPONSIBILITIES 14. The incumbent provides civilian personnel management advice, under the supervision of HHR, to DIMS, managers and the staff and makes decisions on behalf of DIMS for employment contracts, step increases, termination for NIC, LWR, Consultant and Temporary staff, discipline, and training requirements in accordance with the delegated authority. The incumbent leads and supervises one B-4 grade staff and deputises for the HHR as necessary. 15. The incumbent must possess the ability to: a. provide effective coaching and encourage appropriate development activities in order to support civilian staff in their personal professional development; b. plan, organise and manage financial resources necessary for the administration of civilian personnel. PROFESSIONAL CONTACTS 16. The incumbent has a high degree of freedom and can commit the IMS to a course of action (e.g. negotiation of contractual terms with successful candidates during recruitments, approval of budgetary expenditures related to step increases/training requirements/career development for IMS civilian staff, approval of common IS/IMS civilian administrative procedures including those related to allowance entitlements, etc). 17. The incumbent has: a. daily contact with IMS management and staff at all levels on recruitment, personal development and other HR issues; b. daily contact with IS HR Directorate, Executive Officers, IS Divisions and NOS, on the development/coordination of HR policies and procedures. These contacts are usually at A4 to A6 level; 5

6 c. to liaise with the members of IS/IMS Civilian Staff Association; d. to promote and maintain professional relations with civilian HR managers of other NATO bodies. CONTRIBUTION TO THE OBJECTIVES 18. The incumbent consistently supports and contributes to the IMS mission through the timely recruitment and administration of civilian staff. He/she has a direct impact on the financial processes of the organisation as he/she influences or takes decisions to obligate resources for civilian training purposes, hiring/termination of permanent, temporary and LWR civilian staff, in accordance with the delegated authority. WORK ENVIRONMENT 19. Normal NATO office working environment. DATE LIMIT 20. Applications for this post must be made in writing, using the standard NATO application form which can be downloaded from the intranet at ( or the Internet ( and submitted before: Wednesday 21 March Applications should be forwarded to the Human Resources Office, International Military Staff, Room T-6210, NATO Headquarters, Avenue Leopold III, 1110 Bruxelles. Candidates are also invited to submit an advance copy of their applications by to dims.hdpers@hq.nato.int. 22. Candidates are requested to mention their telephone extensions in their applications. Applications from NATO international civilian personnel should be made through the candidate s Head of Human Resources. Applications from candidates who do not meet the required qualifications will not be taken into consideration. Applications submitted after the date limit indicated above may be accepted provided they arrive in time for the candidates concerned to be considered for the selection process. NOTE 23. The successful applicant will be offered an initial three-year contract which, subject to satisfactory performance and a continued requirement for the post, may be followed by a contract of indefinite duration. If the successful candidate is seconded from a national administration, public institution or the armed forces of a NATO member state, he/she will be offered a three-year definite duration contract which may be renewed for successive terms, subject to the agreement on the national authorities. NATO international civilian personnel will be offered a contract in accordance with the NATO Civilian Personnel Regulations. 6

7 24. Prior to appointment, selected candidates are required to pass a medical examination by a doctor approved by the Organisation in order to ensure that they fulfil the physical standards demanded by the exercise of the functions of the post. M P BRZEZICKI Air Commodore, GBRAF Executive Coordinator International Military Staff N.B. Please note that the International Military Staff at NATO Headquarters in Brussels, Belgium, is a non-smoking environment. 7