Principal Assistant, Personnel, Administration and Logistics

The Principal Assistant, Personnel, Administration and Logistics (PAL) performs Personnel and Administration functions and supports Facilities Management at the NATO Science & Technology Organization Collaboration Support Office. The role includes payroll processing, staff record maintenance, administrative support, and deputizing for the Branch Head in their absence.

Responsibilities

• Operate the NATO-wide Personnel Management Information System (PMIS) to run payroll for CSO NATO Civilian Staff and maintain staff records.
• Prepare justifications supporting payroll changes for Branch Head review and approval.
• Brief new Military and Civilian Staff and advise on administrative issues related to their assignment in France.
• Supervise the Assistant PAL in preparing administrative documents for staff arrivals and departures with NATO and national authorities.
• Allocate tax-free scheme quotas to staff and coordinate account reconciliation with the Disbursing Officer.
• Administer the CSO time management system, train staff, and monitor absence justifications.
• Supervise proper edition and record of files transmitted to internal and external stakeholders.
• Run the CSO First-Aid training program, plan sessions, and keep certification records.
• Monitor appointments and coordinate annual medical check-ups for civilian staff.
• Assist in developing and implementing CSO Staff Performance Evaluation and Training Programs.
• Assist in planning the PAL part of the CSO budget.
• Ensure distribution of internal office notices, instructions, and updates to NATO Civilian Personnel Regulations and Directory.
• Draft routine correspondence to national and NATO authorities and perform minor translations as required.
• Provide expert assistance to other Sections of the Branch and carry out other administrative duties as required.
• Deputize for the Branch Head in case of absence.
• Perform administrative security functions in absence of the Chief, Security.

Requirements

• Five years professional experience in a senior assistant position, in fields relevant to the post, including two years processing Payroll and Allowances.
• Possessing a Higher National Diploma, or technical degree in Business Administration or HR.
• Good knowledge of both official NATO languages (SLP 3322).
• Expert knowledge of the NATO Personnel Management Information System (PMIS), or equivalent system in another International Organization (desirable).
• Sound knowledge of NATO Civilian Personnel Regulations (CPRs) (desirable).
• Two-year professional experience in an international environment (desirable).
• Specific education and training in HR or personnel administration (desirable).
• Certified Project Manager (desirable).
• Very good knowledge of both NATO official languages (desirable).
• Knowledge of other European language(s) (desirable).
• Eligible for NATO Secret security clearance.

Skills

• Payroll Processing
• Personnel Administration
• NATO Personnel Management Information System
• NATO Civilian Personnel Regulations
• Staff Record Maintenance
• Facilities Management
• Project Management
• Business Administration
• Human Resources Management
• Security clearance compliance
• International Organization Experience

Languages

English, French