TEMPORARY POST

NATO - North Atlantic Treaty Organisation

Job Description - TEMPORARY POST - HR Assistant (Archiving and digitalisation) (261739)

TEMPORARY POST - HR Assistant (Archiving and digitalisation) - 261739

Schedule

Full-time

Application Deadline

11-Nov-2026, 10:59:00 PM

Salary (Pay Basis)

Grade NATO Grade G8

Description

SHAPE is looking for employing a qualified and suitable candidate to fill this post as a temporary staff for a period of 6 months. If you meet the requirements described in the job description below and wish to work in a fast paced international environment, this post is for you.

In view of the nature and of the urgency of this temporary position, it is important for candidates to be available for temporary employment. In practice, this implies being in possession of valid NATO security clearance at the time of application, or having been in possession of such a clearance with the possibility to reactivate it swiftly. We therefore only encourage applications for this post if you are already, or have previously been, in possession of a valid NATO security clearance.

A. POST CONTEXT

Supreme Headquarters Allied Powers Europe (SHAPE) provides an integrated Strategic Effects framework, employing a multi-domain and multi-region focus to create a 360-degree approach, with the flexibility to enable, upon direction, a seamless transition from Baseline Activities and Current Operations (BACO) up to the Maximum Level of Effort (MLE). SHAPE supports SACEUR in fulfilling his terms of reference, as directed by the North Atlantic Council.

The Support Directorate is responsible for directing, monitoring and co-ordinating the implementation of Integrated Resource Management (IRM) activities and staff functions at all levels of command across Allied Command Operations (ACO), consistent with IRM policies, planning and prioritisation it serves as the focal point for the development and execution of ACO’s IRM at the military-strategic level to include the associated ACO wide processes of Planning, Performance Management, and Risk Management across the three resource pillars (Workforce, Military Budget and NATO Security Investment Program), in close coordination with SHAPE J8; it develops, manages and supports all Operational Requirements and statements, providing ACO’s perspective in the Capability Development Process.

The J1 Division is responsible for ensuring capable workforce and personnel directives and management across Allied Command Operations (ACO).

The SHAPE Civilian Personnel Branch is responsible for performing Human Resources (HR) management with respect to all internationally funded civilian personnel for whom it is administratively responsible.

The Civilian Human Resources Administration Budget and Pay Section is responsible for the proper conduct of the life-cycle management activities for all the NATO Civilians (NICs), Local Wage Rate (LWR), NATO Civilian Personnel Consultants (NCPC) and Temporary Contracted Personnel (TCP).

B. PRINCIPAL DUTIES

• Organise, classify, and archive personnel files: Maintain employee records throughout the employment lifecycle. Ensure files are complete, accurate, and up to date. Retrieve archived records when requested by the Section.
• Digital Records Management: Lead and manage the complete digitization of HR personnel records by scanning and converting paper files into electronic format. Ensure all digitized documents are accurate, complete, clearly legible, properly indexed, and securely maintained in compliance with organizational policies and data protection requirements.
• Respond to requests for archived information.
• Compliance and Security: Ensure digital records comply with document retention policies. Maintain confidentiality when handling electronic personnel records. Control access permissions to sensitive HR documents.
• Assist with HR audits by preparing and providing the required documentation when needed.
• Respond to internal requests for HR documentation while ensuring compliance with data protection regulations and in accordance with organizational procedures.
• Maintain archive databases and update records regularly.
• Perform general administrative tasks to support the HR department as required.

C. ESSENTIAL QUALIFICATIONS

• 1. Professional/Experience
• a) Experience in organizing, classifying, maintaining, and monitoring archive records.
• b) Demonstrated organizational and records management skills.
• c) Experience handling confidential and sensitive information with a high level of discretion.
• d) Organizational and Management skills
• e) Minimum of 1 year of experience in HR office administration and HR management procedures.
• f) Minimum of 4 years of professional experience as an Archivist or Records Management