Assistant, Pay and Allowances

il y a 2 semaines

Bruxelles, Région de Bruxelles, Belgique NATO - OTAN Temps plein

1. SUMMARY


Within the Executive Management Division (EM), NATO's International Staff (IS) Human Resources (HR) Directorate is comprised of Talent Management and HR Integration (talent acquisition, talent and organizational development and HR business partnership); Staff Services (pay and allowances, pensions, insurance and other benefits); HR Policy and Strategy Coordination (IS and NATO-wide HR policy) and the Medical Unit.

The Pay and Allowances Service provides services also to certain other NATO bodies in an HR Shared Services framework.

  • The incumbent is responsible, under supervision and in a team environment, for the proper allocation of entitlements allowed to staff members according to the Civilian Personnel Regulations (CPRs). S/He will ensure the accurate calculation of allowances and entitlements requested by staff members on a range of personnel factors, with particular emphasis on education allowance. The incumbent also provides payroll services for temporary staff, consultants and interns and answers applicable questions of a confidential nature. S/He will also support the other team members in the preparation and delivery of salaries for permanent members of the international civilian staff employed by the IS and by the other NATO bodies which are customers of the IS under HR Shared Services.
    2. QUALIFICATIONS AND EXPERIENCE

ESSENTIAL

  • The incumbent must:
  • have a good general education at least to higher secondary level;-
  • have 4 years of experience carrying out similar duties in an administrative or financial capacity;-
  • have previous experience in bookkeeping;-
  • demonstrate the ability to quickly acquire a detailed knowledge of the staff regulations and, in particular, of all the rules and procedures pertaining to the remuneration of international civilians, temporary staff and consultants;-
  • have a strong operational knowledge of databases running in a Windows environment, such as MS Access and Excel;-
  • possess good customer service skills and the ability to communicate at all levels efficiently and with tact;-
  • possess the following minimum levels of NATO's official languages (English/French): V ("Advanced") in one; III ("Intermediate") in the other.
    DESIRABLE
  • The following would be considered an advantage:
  • work experience in an International Organisation or a national administration;-
  • experience of work in a Shared Services environment;-
  • hands-on experience in the use of an Enterprise Resource Planning (ERP) system;-
  • higher level of working knowledge of French language;-
  • familiarity with the staff regulations, rules and procedures pertaining to the remuneration of international civilians, temporary staff and consultants.
    3. MAIN A

CCOUNTABILITIES

Information Management

  • In accordance with the NATO Civilian Personnel Regulation, ensure the accurate calculation of allowances and entitlements due to staff based on their circumstances and in accordance with the applicable rules, such as household status; educational and family allowances; pending separations and entitlements to beneficiaries. Verify that each individual on the NATO payroll receives confirmation of payroll payment.
Maintain files on entitlements and allowances given to staff members:
initiate reminders and follow-ups; close files upon staff separation ensuring accurate final payment of allowances. Prepare and distribute letters and memos relevant to entitlements and allowances. Establish the pay records for temporary staff, interns and consultants. Produce statistics for projects and senior management on entitlements and allowances.

Stakeholder Management

Expertise Development

  • Proactively keep uptodate with the latest changes to the CPRs and other applicable HR policies. Follow trainings as appropriate.

Knowledge Management

  • Enter and review new data on staff members and entitlements. Manage the database used by the Service.

Project Management

  • Gather, analyze and compare entitlements and allowances permitted by NATO and the Host Nation to entitlements and allowances granted by similar international organizations. Participate in projects lead by the Service as directed.
  • Perform any other related duty as assigned.
    4. INTERRELATIONSHIPS
  • The incumbent reports to the Head, Pay and Allowances Service and works closely with the Payroll Assistants to ensure that allowances allotted to IS members are properly integrated into the monthly processing of payroll. S/He will interact with staff of all levels of seniority, with HR and other administrative staff in the IS and throughout NATO bodies, and with members of national delegations.
    5. COMPETENCIES
  • The incumbent must demonstrate:
  • Achievement: Works to meet standards;-
  • Analytical Thinking: Sees basic relationships;-
  • Clarity and Accuracy: Checks own work;-
  • Conceptual Thinking: Sees patterns based on life/work experience;-
  • Customer Service Orientation: Takes personal responsi

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