Senior Assistant (Administration, Budget and Pay)

SHAPE is looking for a Senior Assistant to perform administration, budget and pay activities for international civilian personnel administered by SHAPE Civilian Personnel Branch. If you have thorough knowledge and in-depth experience in providing administration, budget and pay activities, with a focus on performing payroll activities and tracking financial and non-financial staff’ entitlements within a sizeable organization, and enjoy working in a dynamic, international environment, this post is for you.

1. Post Context/Post Summary

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 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).

The incumbent assists the NIC Administration Cell head within the Section, and deals with all aspects related to the payroll duties and life cycle administration for the SHAPE and Glons based NICs and Consultants.

2. Principal Duties

·       Record and update the Personnel Management Information System (PMIS) with all information affecting salaries such as promotions, in-grade step increases, marital status, family structure, personnel movements (transfers and terminations), revised salary scales, pension contributions and indemnities.

·       Manage and maintain a database of cost and personnel post codes in the PMIS, the payroll and personnel database including records of previous employment, present address, home leave due dates.

·       Ensure that the input and calculations of allowances including household, children’s, rent, expatriation, education  and extra duty for NIC staff members are correct by performing control operations to ensure that all pay changes in the new pay cycle are correctly recorded and by comparing the amounts between the current pay cycle and the previous one.

·       Calculate any deduction of allowances to be collected from NIC staff members.

·       Create/develop/modify PMIS reports as required by using the end-user view database in the PMIS application.

·       Produce accurate monthly individual staff member’s Payroll Ledger Reports including payment and collection of salary arrears.

·       Produce monthly NIC Payroll Reports by division and paying authority and Insurance Premium Contributions Reports, and ensure that each personnel expense is allocated to the appropriate budget and to the right fiscal year.

·       Calculate, verify and execute the monthly NIC personnel payroll, and liase with J8 and the NATO Headquarters on the execution of the monthly payroll.

·       Generate electronic bank payment reports necessary to transfer salaries to each NIC personal bank account.

·       Produce monthly NIC foreign currency transfer reports and payment vouchers while ensuring the application of the right currency exchange rate.

·       Prepare payment/adjustment and collection vouchers.

·       Calculate all termination benefits and other entitlements for NIC staff members.

·       Process and verify the documentation for all short-term loan requests for NIC staff members.

·       Calculate and prepare monthly Co-ordinated Pension Report for the NATO HQ Pension Unit.

·       Calculate and prepare monthly Defined Contribution Pension Scheme (DCPS) Report, transfer DCPS scheme membership information and contribution details to the Scheme Administrator, by uploading the data to its web-site. Download administrative information from the web-site and distribute information to the scheme members as necessary.

·       Initiate reports for the insurers to inform them of new staff members recruitment, their family status and other data necessary to provide them insurance coverage and  produces monthly reports to the insurers of any changes.

·       Calculate the payment of insurance premiums, remunerations of NIC on long illness to request reimbursement from the insurers.  Draft letters to the insurers to request extension of medical insurances of NIC personnel dependents who are no longer qualified to be covered by the normal NATO Group insurance.

·       Calculate annual revenues of US Reimbusables for US tax purposes.

·        Counsel and advise NIC personnel and candidates on entitlements and calculation of allowances.

·       Assist in the annual verification of allowances.

·       Assist in the establishment, implementation and monitoring of internal control methods and programmes to ensure accuracy of the overall payroll and the individual payments on allowances. 

·       Prepare, compile and track statistical data as required.

·       Maintain a filing system of individual payroll, payment/collection vouchers and supporting documents.

·       Administer NIC leave entitlement in accordance with NCPR, and ACO and local directives. Control and verify monthly attendance reports of NIC personnel.

·       Calculate entitlements for Compensatory Time Off (CTO) and inform staff members on it.

3. Special Requirements and Additional Duties

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 up to 180 days. The employee may be required to perform a similar range of duties elsewhere within the organization at the same grade without there being any change to the contract.

The risk of injury is categorised as No risk / risk might increase when deployed.

The work is normally performed in a Normal NATO office working environment.

4. Essential Qualifications

a. Professional/Experience

• Experience in HR administration including benefits, compensation and processing personnel data and related activities

• Experience in advising and tracking personnel’s financial and not financial entitlements

• Experience in using payroll, benefits or other financial related databases.

• Proven experience in performing HR administrative related tasks to include drafting employment related documents, maintaining records, communication to staff and stakeholders.

   

• Advanced MS Office knowledge and proficient in using MS EXCEL of MS Word and Outlook

b. Education/Training

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 3 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.

The additional job specific qualifications and experience is described under Professional/Experience paragraph (4/a). In case of ambiguity the required job specific experience have priority over the standard education and training levels and experience described here.

c. Language

English - SLP 3333 - (Listening, Speaking, Reading and Writing)

5. Desirable Qualifications

a. Professional Experience

• Experience with NCPR and NATO/ACO/SHAPE directives and their application to NIC payroll and administration.

•  Knowledge of, and experience with, automated personnel management and administrative tools.

• Experience in a military headquarters or in an international organization in HR or Finance post.

• Knowledge of, and experience with basic accounting, fiscal and/or budgeting techniques.

b. Education/Training

Human Resources or Finance related advanced vocational training or university degree with in-depth knowledge and experience in providing payroll and staff entitlements activities in a sizeable organization

c. Language

English: SLP 4444

French: SLP 2222

6. Attributes/Competencies

• Personal Attributes: The incumbent will be required to demonstrate detailed knowledge and experience on the computation and execution of the monthly payroll and life-cycle activities.  Good inter-personal and communication skills are required.  Although there are regulations, instructions and standard procedures, the work requires judgment in the interactions with NIC personnel, associated agencies located at SHAPE and other NATO bodies. Must be able to organize his/her work and be able to judge when it is necessary to refer exception to his/her supervisor.  Incumbent is required to display initiative to recommend  changes to procedures to improve effectiveness/efficiency.  Professional judgment is required to make recommendations on personnel matters within the general framework of procedural guidelines.  Incumbent must demonstrate thoroughness and attention to detail.  Must be capable of dealing authoritatively and diplomatically with a wide variety of problems.  Must be able to integrate in a team and to foster team spirit.

• Professional Contacts: Maintains day- to -day internal professional contacts within Personnel Branch and with the entire workforce of SHAPE and the other associated agencies administered by SHAPE, to provide information, advice and assistance on matters pertaining to assigned duties.  Maintains contacts with all the division’s EXOs in matters of performance evaluation reports.  Maintains regular professional contacts with NATO offices in charge of the payroll preparation/execution, the Co-coordinated Pension and the Provident Fund computations.  Maintains regular contact with the NATO Defined Pension Scheme Administrator, Previnet. Maintains regular contact with the insurance companies and the insurance brokers.

• Contribution To Objectives: Ensures the efficient and appropriate administration of civilian payroll and entitlements in compliance with NATO regulations, directives and policy. Ensures proper allocation of personnel expenses in the appropriate budget. Ensures procedures of NATO Civilian performance evaluation are properly observed.  By proper and timely execution of assigned work, the incumbent provides efficient service to the NIC personnel which has a direct impact on the morale and welfare of the NATO civilian workforce. The incumbent prepares essential data to supervisor to enable accurate budgeting for Home Leave, Education travel and extended Sick Leave. He/she exercises a very tight control over entitlement of Annual Leave and Special Leave, which have a direct financial impact if misuse goes undetected. He/she provides reports on Special Leave.

REMARKS:

Duration of contract: Serving staff members will be offered a contract according to the NATO Civilian Personnel Regulations (NCPR).  Newly recruited staff will be offered a definite duration contract of three years normally followed by an indefinite duration contract.

The salary will be the basic entry-level monthly salary defined by the NATO Grade of the post, which may be augmented by allowances based on the selected staff member’s eligibility, and which is subject to the withholding of approximately 20% for pension and medical insurance contributions.

NATO is committed to diversity and inclusion, and strives to provide equal access to employment, advancement, and retention, independent of gender, age, nationality, ethnic origin, religion or belief, cultural background, sexual orientation, and disability. NATO welcomes applications of nationals from all member Nations.

Building integrity is a key element of NATO’s core tasks. As an employer, NATO values commitment to the principles of integrity, transparency, and accountability in accordance with international norms and practices established for the defence and related security sector. Selected candidates are expected to be role models of integrity, and to promote good governance through ongoing efforts in their work.

Applicants who prove to be competent for the post but who are not successful in this competition may be offered an appointment in another post of a similar nature, which might become vacant in the near future, albeit at the same or lower grade, provided they meet the necessary requirements.

We believe that all people are capable of great things.  Because of this, we encourage you to apply even if you do not meet all of the criteria listed within this job description.

 HOW TO APPLY FOR A NATO CIVILIAN POST AT SHAPE:

Applications are to be submitted using NATO Talent Acquisition Platform (NTAP).  Applications submitted by other means (e.g. mail, e-mail, fax, etc) are not accepted.

More information to be found on these links:

6 Tips for Applying to NATO

Application Process 

Shortlisted candidates will be requested to provide original documentary evidence and a set of copies supporting statements in their applications. Appointment is subject to obtaining a NS security clearance and a medical certificate. 

Remarks:

a)    Only nationals from the 32 NATO member states can apply for vacancies at SHAPE. 

b)    Applications are automatically acknowledged within one working day after submission. In the absence of an acknowledgement please make sure the submission process is completed, or, re-submit the application.  

c)    Qualified redundant staff of the same grade interested in this post should inform this office, via their HR/Personnel Office by not later than vacancy’s closing date.

d)    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.