Staff Assistant

1 month ago

Norfolk, United States NATO Full time
Post Context

Headquarters Allied Joint Force Command Norfolk (JFCNF) provides a resilient, static Joint headquarters to plan, prepare and conduct operations across all domains in peacetime, crisis and conflict, in order to support NATO's three core tasks, at the Joint Operational level, as directed by SACEUR.

The Support Directorate is responsible for planning, directing, monitoring, assessing and coordinating Support staff functions. It assists and provides advises on policy matters and in the execution of all support activities, including provision of regional focus. Directs and oversees all J1, J4, J6 activities. The J1 Division is responsible for planning, preparing, executing and developing the human resources plans and programmes. This includes determining workforce requirements, organizational design, and force structure management in support of JFCNF and its supported entities and in support of operations in peacetime, crisis and conflict, and exercises.

The Civilian Personnel Branch develops, plans, executes, and implements policies & procedures pertaining to procurement/recruitment, life-cycle management, training, remuneration, deployment and separation of civilian staff. The incumbent supports the execution and management of the HR Life Cycle for all assigned (categories) civilian personnel.

Principal Duties :
  • Implements human resources programs by providing human resources services, including organization and position management, staff acquisition, staffing, employment processing, compensation, health and welfare benefits, training and development, records management, safety and health, succession planning, employee relations and retention, and labour relations; completing personnel transactions.
  • Assists in the development of human resources solutions by collecting and analysing information; recommending courses of action.
  • Assists in the improvement of manager and employee performance by identifying and clarifying problems; evaluating potential solutions; implementing selected solution; coaching and counselling managers and employees.
  • Assists in the completion of special projects by clarifying project objective; setting timetables and schedules; conducting research; developing and organizing information; fulfilling transactions.
  • Assists in managing client expectations by communicating project status and issues; resolving concerns; analysing time and cost issues; preparing reports.
  • Assists in preparing reports by collecting, analysing, and summarizing data and trends.
  • Protects organization's value by keeping information confidential.
  • Complies with international and national legal requirements by studying existing and new legislation; anticipating legislation; enforcing adherence to requirements; advising management on needed actions.
  • Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
  • Enhances department and organization reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
  • Assists in the proper management and administration of all matters related to NATO Security Clearances, to Certificates of Conducts for new and serving civilian staff.
  • Assists in the identification and clarification of Entitlements, Privileges and Immunities.
  • Can (additionally) be tasked by the SO LCM on a project basis with administrative/operational support to 'other' CPB responsibilities such as B&P, CRO, and Recruitment.
Essential Qualifications / Experience:
  • Higher Secondary education and intermediate vocational training in human resources management, business administration, law, social sciences, or related field, public administration or related discipline which might lead to a formal qualification with 2 years experience, or Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 4 years post related experience.
  • Minimum three years experience in personnel administration and personnel management.
  • Professional experience in office/general administration practices.
  • Experience in application of Personnel Regulations.
  • Experience in: Staff Acquisition, Performance Management, Training Management, Maintaining Employees Files, People skills, Resolving conflict, Employment Law, Project Management, Reporting Skills, Verbal Communication, and Administrative Writing Skills.
Language:

English - SLP 3322 - (Listening, Speaking, Reading and Writing)

Desirable Qualifications / Experience:
  • Advanced vocational training and experience in Host Nation Labour Law and Host Nation Social Security Legislation.
  • Experience in application of NATO Civilian Personnel Regulations (NCPR's), ACO Directives and relevant NATO publications.
  • Resource Management Education Programme (RMEP) Course (ETE-FI-2708) provided by NATO - School Oberammergau (NSO).
  • NATO Orientation Course (ETE-MW-3834) provided by NATO - School Oberammergau (NSO).
Attributes/Competencies:

Personal Attributes:
  • Analytical thinking - sees basic relationships;
  • Clarity and accuracy - monitors others' work for clarity;
  • Conceptual thinking - sees patterns based on life/work experience;
  • Customer service orientation - takes personal responsibility for correcting problems;
  • Flexibility - acts with flexibility;
  • Self-Control - responds calmly;
  • Teamwork - expresses positive attitudes and expectations of team or team members.
Professional Contacts:
  • Apart from work associates, the incumbent has frequent professional contact with civilian staff and their ratters, with officers and higher ranked civilian ratters and/or complaint committee/ disciplinary board members. External contacts include co-ordination with supported collocated commands and higher headquarters at various levels, with (host nation) authorities/agencies such as labour office and social security agencies and with nominated candidates for employment, with students applying for internships and their educational institutes. Participates in working groups on execution of NATO/Host Nation policies. Contacts may involve providing information, advice or low level guidance on routine issues. May also be required to discuss and negotiate at own level.
Contribution To Objectives:
  • Uses judgment in prioritizing responsibilities, planning and organizing own tasks, such as contracting and maintenance of employment life-cycle suspense. Uses own initiative, recommends improvements in office administrative policies and procedures. Integrity, discretion and interpersonal sensitivity are called for, as the incumbent handles private personal information and interacts with staff on actions of a reserved and delicate nature, such as personal/private circumstances of staff, staff evaluations, grievances, and proposed disciplinary actions. Strong teamwork skills, planning, organizing, critical thinking, commitment, and energy will allow the incumbent to administer the employment life-cycle function effectively and efficiently. Adherence to established deadlines and suspense requires the ability to handle details and to exercise judgment in setting priorities. The post requires deployment to forward headquarters in order to meet specific requirements or to face significant gaps in the HR-domain in a given CRO HQ. If and when deployed to an unspecified remote location, the work environment and the associated operational working conditions may require exceptional flexibility in terms of working hours, high stress tolerance, maturity, significant open-mindedness in working in different cultural contexts.

Security Clearance

The successful applicant will be required to apply for and receive a NATO Secret Security Clearance prior to final confirmation of contract and commencement of employment.

The incumbent may be required to undertake deployments in support of military operations and exercises, and/or TDY assignments, both within and without NATO boundaries. Such operational deployment may exceed 30 days duration up to 183 days in any period of 547 days and may be on short notice. For NATO International Civilian staff, acceptance of an employment contract linked to this post constitutes agreement to deploy in excess of 30 days if required.

Contract

Serving NATO International Civilian staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations. Newly recruited staff will be offered a three year definite duration contract.

Notes for Candidates

The JFC Norfolk Website gives full details on the eligibility criteria and application processes to be adopted by all candidates. However, candidates should particularly note:

Please answer each of the pre-screening questions completely in English. Expressions such as: "please see attached CV, please see annex, please see enclosed document, etc" are not acceptable; this is a cause of immediate rejection of the application.

Particular attention should be given to Education and Experience section of your application form, which should be populated with details of your career to date and educational achievements and certifications as they relate to your application.

The candidature of NATO redundant staff at grade G10 will be considered with priority.

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.

This vacancy will close on 23 August 2024 @ 17:59hrs (EDT)/11:59hrs (CEST).

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