Assistant, Contracts

**PENDING BUDGET APPROVAL**

**1. SUMMARY**
- NATO’s International Staff (IS) Human Resources (HR) Directorate is comprised of four pillars: Talent Management and HR Integration (talent acquisition, talent and organizational development and HR business partnership); Staff Services; HR Policy and Strategy Coordination (IS and NATO-wide HR policy); and the Medical Unit.- Staff Services includes Pay and Allowances, Pensions, Records and Leave, and Privileges and Immunities (P&I) and the provision of administrative support to the NATO Satellite Offices. The services are provided not only to the International Staff but also to other NATO bodies in a Shared Services environment.- Within the Staff Services, the incumbent provides support to two closely related areas of responsibilities - Contracts as well as Privileges and Immunities (P&I). S/He supports the smooth running of processes related to the contracts of international civilian staff, temporary staff, interns and consultants employed by the International Staff (IS), and by other NATO bodies administered by the IS. S/He also contributes to ensuring that the processes related to P&I, including for example, eligibility for entitlements, residence permits, removals and tax formalities, are properly implemented in accordance with host nation rules and bi-lateral agreements, and in coordination with Federal Ministry officials and NATO staff at all levels. As Assistant, Staff Services, s/he provides support on a wide range of areas relating to the administration of staff, and contributes to developing and maintaining databases as well as changes in processes as required. The incumbent may also be called upon from time to time to perform duties within other areas of Staff Services.**2. QUALIFICATIONS **AND **EXPERIENCE**

**ESSENTIAL**
- The incumbent must:

- have successfully completed education to the higher secondary level;
- have 4 years’ of experience carrying out similar duties;
- have excellent public relations and communication skills;
- demonstrate strong customer focus;
- demonstrate discretion and be comfortable with handling sensitive personnel information in confidence;
- be computer literate, including good operational knowledge of databases running in a Windows environment, such as Sharepoint and Excel.
- 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:

- a diploma or qualification in HR Management or related field (management, psychology, social sciences, communications);
- advanced level of language in the other official language of the Organization;
- familiarity with personnel regulations in an international organisation;
- knowledge of Host Country administrative procedures and regulations;
- knowledge of Dutch.

**3. MAIN ACCOUNTABILITIES**

**Information Management**
- Support the smooth running of all aspects of contracts administration including the preparation of contracts, follow-up of contract renewals, confirmation of probationary periods, preparation of contract recommendations and monitoring of security clearance status. Administer requests for temporary staff, consultants and Summer Students. Assist staff in carrying out separation formalities. Take minutes at meetings as necessary. Maintain an effective follow-up and/or reminder system for pending actions within the service. Draft correspondence in both official languages on a wide range of personnel matters.**Planning and Execution**
- Assist with the day-to-day administration including arranging meetings and handling related details. Organise and prioritise own workload to ensure the accurate and timely execution of duties. Assist with formalities relating to the privileges and immunities of international civilian staff, and their family members, of the International Staff (IS), International Military Staff (IMS), and other NATO bodies and Project Offices located at NATO Headquarters.

**Stakeholder Management**
- Communicate often detailed and technical information relating to employment conditions in an appropriate, clear and efficient manner. Answer queries from staff of all levels of seniority, management, national delegations and HR offices in other NATO bodies. Liaise with the delegation of the host nation, appropriate Ministries, Customs officials and financial authorities on such matters as residence status, driving licences, visas and customs clearance. Work closely with other HR Services, Divisions and Independent Offices in carrying out the responsibilities of the post.

**Expertise Development**

**Knowledge Management**
- Use databases to manage personnel related information as well as P&I related information, and contribute to the development of such systems. Organise and maintain well-structured paper and electronic filing systems. Update personnel files. Coordinate with other units of Staff Services in the