Staff Assistant (Civilian Personnel)

The Staff Assistant manages the full contract cycle and recruitment process for civilian personnel at NATO Intelligence, Surveillance and Reconnaissance Force (NISRF) in Sigonella, Italy. The role includes administering payroll, managing staff performance programs, and providing HR support and policy advice within the civilian personnel branch.

Responsibilities

• Manage the full contract cycle for all administered civilians, including issuing employment contracts, contract confirmations, probationary letters, reassignment letters, and termination letters.
• Manage the complete recruitment process from vacancy identification to candidate appointment for all personnel categories.
• Manage correct execution of payroll for administered civilians across NATO bodies.
• Oversee entitlement to privileges and immunities for administered civilians and obtain supporting documents.
• Ensure proper issuance of employment statements for official purposes such as visas, permits, bank accounts, and utilities.
• Manage complaint and disciplinary procedures for civilian personnel based on standing policies.
• Administer staff performance management and evaluation systems for all administered staff categories.
• Interact with supervisors and employees regarding performance, grievances, and disciplinary matters, providing mediation and remedial measures.
• Propose annual and ad hoc training plans based on identified requirements and performance assessments.
• Act as primary contact for NATO-led and Headquarters-specific training programs for civilians and staff.
• Provide periodic reports to CHRM management on civilian staff performance.
• Coordinate with Medical Consultant for medical examinations and long-term illness cases.
• Manage invalidity processes including NATO Invalidity Board cases.
• Provide policy proposals affecting lifecycle management of administered civilians.
• Deputize for the Civilian Human Resources Manager in civilian HR activities and participate in committees, boards, and working groups as required.
• May perform similar duties elsewhere within the organisation at the same grade without contract change.
• May undertake deployments in support of military operations and exercises, including short notice and extended duration deployments.

Requirements

• Higher Secondary education and completed higher vocational training in human resources management, business administration, law, social sciences, or related field, public administration or related discipline leading to a formal technical or professional certification with 3 years function related experience, or Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 5 years post related experience
• At least four years function-related experience in a Human Resources department, preferably in staff relations, of which at least one year in a supervisory role
• Experience managing the full contract cycle for all personnel.
• Experience managing the complete recruitment process starting from the identification of a post vacancy up to the appointment of a candidate for all categories of personnel.
• Experience administering the staff performance management programme and similar staff evaluation systems.
• Must have an English Standard Language Proficiency level of “professional” in Listening, Reading, Speaking and Writing (SLP 3333 based on NATO standards).
• The HQ's host nation language (Italian) is required.
• Strong knowledge of civilian human resources personnel regulations (desirable).
• Experience managing the correct execution of the payroll for administered personnel (desirable).
• Previous NATO assignment (desirable).
• Working experience in an international / military environment (desirable).
• Previous experience of NATO civilian human resources office (desirable).
• Trained in APMS and ERT (desirable).
• Completed Resource Management Education Programme (RMEP) Course (ETE-Fl-2708) (desirable).

Skills

• Human Resources Management
• Contract Cycle Management
• Recruitment Management
• Staff Performance Evaluation
• Payroll Administration
• Staff Relations
• Supervision Experience
• Civilian Personnel Regulations
• APMS
• ERT
• Resource Management Education
• NATO Human Resources
• International Environment Experience
• Business Administration
• Public Administration
• Personnel Evaluation Systems

Languages

English, Italian