Chief Clerk

**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), Information. Communications, and Technology Management (ICTM), and Budget, Planning and Analysis (BPA).

Within the Executive Management Division (EM), NATO’s International Staff (IS) Human Resources (HR) Directorate is comprised of three pillars: Talent Management and HR Integration; Staff Services; and HR Policy and Strategy Coordination. Staff Services includes Pay and Allowances, Pensions, Records and Leave, and Privileges and Immunities (P&I). 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 overtime. The incumbent also provides support for the administration of payroll services for temporary staff, consultants and interns and answers applicable questions of a confidential nature. S/He also supports 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 one year of experience carrying out similar duties in an administrative or financial support capacity;
- have some experience in bookkeeping;
- demonstrate the ability to quickly acquire a detailed knowledge of new rules and regulations as well as other policies, as relevant to the work to be carried out;
- 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:
- experience working with an Enterprise Resource Planning (ERP) tool;
- familiarity with the NATO Civilian Personnel Regulations;
- a working knowledge of an additional language of a NATO member nation;
- experience working in an international environment
- more than one year of experience carrying out similar duties in an administrative or financial support capacity

**3. MAIN ACCOUNTABILITIES**

**Information Management**
In accordance with the CPRs, ensure the accurate calculation of allowances and entitlements due to staff based on their circumstances and in accordance with the applicable rules, with a particular focus on overtime. Help prepare and distribute letters and memos relevant to entitlements and allowances. Support the pay records process for temporary staff, interns and consultants. Contribute to the production of statistics for projects and senior management on entitlements and allowances.

**Planning and Execution**
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.

**Stakeholder Management**

**Expertise Development**
Proactively keep up-to-date 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. Ensure proper archiving of payroll personnel files.

**Organisational Efficiencies**
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.
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 throughout NATO bodies, and with members of national delegations.

**5. COMPETENCIES**
- The incumbent will demonstrate the following competencies:

- Clarity and Accuracy: Checks own work;- Customer Service Orientation: Takes personal responsibility for correcting problems;
- Empathy: Listens actively;
- Flexibility: Acts wit