Assistant, Pension Unit

NATO International Staff (NATO IS)

Full-time

02-Mar-2025, 10:59:00 PM

Grade NATO Grade G8

1. SUMMARY

The Executive Management (EM) Division has the lead role in the overall management of the NATO HQ. The EM Division covers the following directorates: HQ Support and Transformation (HQST), Human Resources (HR) and Information, Communications, and Technology Management (ICTM).

Within the Executive Management Division (EM), NATO's International Staff (IS) Human Resources (HR) Directorate is comprised of five pillars: Talent Management and HR Integration (TMHRI); Staff Services (Pay and Allowances, Pensions, Privileges and Immunities and Insurances); HR Policy and Strategy Coordination (IS and NATO-wide HR policy), the Data Analytics section and the Medical Service.

Within the Staff Services, the Pensions Unit is a shared Service operating NATO-wide. The Unit manages two distinct pension schemes, the Co-ordinated Pension Scheme, and the NATO Defined Contribution Pension Scheme.

Under the direction of the Head of the Pensions Unit, the incumbent assists the Officer Pensions and the Principal Assistant in ensuring the smooth and efficient administration of pensioners and their beneficiaries, and in informing serving staff of their entitlements. The incumbent must have the ability to perform accurately under time pressure and with a minimum of supervision.

2. QUALIFICATIONS AND EXPERIENCE

ESSENTIAL

• have a good general education at least to higher secondary level;
• have 2 years of experience in personnel administration, financial support or other relevant field(s) of expertise;
• have strong analytical and numerical skills;
• have good knowledge of the standard Microsoft Office Suite;
• have experience in database management, spreadsheets, and document processing software such as SharePoint;
• possess excellent customer service skills and the ability to communicate at all levels efficiently and with tact;
• demonstrate experience of working with a diverse set of stakeholders;
• possess very good organisation and multi-tasking skills;
• have a proactive approach to problem-solving;
• possess the following minimum levels of NATO's official languages (English/French): V ("Advanced") in one and III ("Intermediate") in the other;

DESIRABLE

The following would be considered an advantage:

• experience in conducting payments;
• experience in the organization of events;
• a working knowledge of an additional language of a NATO member nation;
• experience working in an international environment, e.g. in a national administration and/or international public sector organisation.

3. MAIN ACCOUNTABILITIES

Information Management

Organize and oversee the distribution of incoming correspondence and ensure that appropriate follow-up action is taken. Co-ordinate and prepare correspondence on the pension rights and related tax adjustments for pensioners liaising with relevant internal units (e.g. Insurance, Payroll, OFC, pensioner associations). Prepare official documents, statements and correspondence for signature by the Head of the Unit for the benefit of pensioners, active members or external stakeholders. Provide clear and accurate information on pension plan rules, options, and processes. Keep records of pensioners, manage their entitlements and ensure that pensioner's files are kept up-to-date in paper or electronic format. Prepare and verify personal files and data received from NATO bodies for completion and accuracy. Enter new data and change existing data in the central database (PMIS). Perform cross checks and ensure that data input is made on the basis of valid documentation or supporting evidence.

Expertise Development

Develop, capture and document knowledge linked to the administration of the dedicated Pension Scheme(s). Identify training opportunities and pursue personal development with a view to acquire new skills to improve the individual performance, or to increase the team effectiveness.

Stakeholder Management

Reply to queries regarding pension and tax adjustment matters from active and former staff members, their beneficiaries, and HR Officers from other NATO bodies. Explain issues concerning entitlement to pensions, allowances and tax adjustment in the appropriate way, via multiple communication channels. Perform as a member of a team, with a good sense of personal initiative and responsibility. Co-ordinate and co-operate with all members of the Pensions Unit to ensure the smooth and efficient administration of NATO pensioners and perform Info desk functions for active staff affiliated to both pension schemes, as required.

Coordinate with the Office of the Financial Control (OFC) on pension payment matters and on cases of closure and extinction of pension rights. Maintain and update a common data base in liaison with the NATO HQ Insurance Team, the NATO Data Analytics Team and Allianz WWC Ltd.

Knowledge Management

Contribute to maintaining and updating the NATO pension website. Extract data from the Central database (PMIS) and collate statistics. Assist the Principal Assistant in providing pension related data and statistics to OFC, the International Board of Auditors, the International Service on Remunerations and Pensions (ISRP), and all relevant stakeholders, as required.

Organisational Efficiencies

Support the unit's digital transformation by contributing to a SharePoint based online archive. Contribute to the identification of opportunities to streamline, automate and improve work processes, and to replace manual interventions by IT supported solutions where this is possible. Contribute to identifying ways to facilitate communication with the pensioners.

Planning and Execution

Organise own activities, prioritise tasks and co-ordinate with activities of others to accomplish tasks in a timely and efficient manner. Co-operate and co-ordinate very closely with the Principal Assistant and the Senior Assistant managing the dedicated Pension Scheme(s) on operational level.

Project Management

Organise and plan activities related to internal projects/programmes, workshops and events, as directed, within their own area of competence. Support the planning and organisation of annual workshops on pensions and keep track of participant feedback. Support the development of training plans and materials for pensioners to aid their transition into retirement.

Perform any other related duty as assigned.

4. INTERRELATIONSHIPS

The incumbent reports to the Head of the Pensions Unit, under the daily supervision and guidance of the Principal Assistant. The incumbent works, as part of a team, in close co-operation with other members of the Service, replacing them, where necessary, on a temporary basis. The incumbent interacts on a daily basis with members of the Scheme and pensioners as well as with counterparts in other NATO bodies, and with staff of the IS Executive Management Division and the Office of Financial Control.

Direct reports: N/a

Indirect reports: N/a.

5. COMPETENCIES

The incumbent must demonstrate:

• Clarity and Accuracy: Checks own work;
• Customer Service Orientation: Takes personal responsibility for correcting problems;
• Empathy: Listens actively;
• Flexibility: Acts with flexibility;
• Initiative: Is decisive in a time-sensitive situation;
• Organizational Awareness: Understands the Organization's structure;
• Teamwork: Expresses positive attitudes and expectations of team or team members.

6. CONTRACT

Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years' duration; possibility of an indefinite duration contract thereafter.

Contract clause applicable:
In accordance with the NATO Civilian Personnel Regulations, the successful candidate will receive a definite duration contract of three years, which may be followed by an indefinite duration contract. If the successful applicant is seconded from the national administration of one of NATO's member States, a 3-year definite duration contract will be offered, which may be renewed for a further period of up to 3 years subject to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years. Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.

7. USEFUL INFORMATION REGARDING APPLICATION AND RECRUITMENT PROCESS

Please note that we can only accept applications from nationals of NATO member countries. Applications must be submitted using the e-recruitment system, as applicable:

• For NATO civilian staff members only: please apply via the internal recruitment portal (link );
• For all other applications: www.nato.int/recruitment

Before you apply to any position, we encourage you to click here and watch our video providing 6 tips to prepare you for your application and recruitment process.

Do you have questions on the application process in the system and not sure how to proceed? Click here for a video containing the information you need to successfully submit your application on time.

More information about the recruitment process and conditions of employment, can be found at our website (http://www.nato.int/cps/en/natolive/recruit-hq-e.htm)

Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate), approval of the candidate's medical file by the NATO Medical Adviser, verification of your study(ies) and work experience, and the successful completion of the accreditation and notification process by the relevant authorities.

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.

8. ADDITIONAL INFORMATION

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. Building Integrity is a key element of NATO's core tasks. As an employer, NATO values commitment to the principles of integrity, transparency and accountability in accordance with international norms and practices established for the defence and related security sector. Selected candidates are expected to be role models of integrity, and to promote good governance through ongoing efforts in their work. Due to the broad interest in NATO and the large number of potential candidates, telephone or e-mail enquiries cannot be dealt with. Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature, albeit at the same or a lower grade, provided they meet the necessary requirements. The nature of this position may require the staff member at times to be called upon to travel for work and/or to work outside normal office hours. The organization offers several work-life policies including Teleworking and Flexible Working arrangements (Flexitime) subject to business requirements. Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment. For information about the NATO Single Salary Scale (Grading, Allowances, etc.) please visit our website. Detailed data is available under the Salary and Benefits tab.