Assistant, Talent Acquisition (Reserve List)

Job content

Primary Location

Belgium-Brussels

NATO Body

NATO International Staff (NATO IS)

Schedule

Full-time

Application Deadline

01-Sep-2024, 11:59:00 PM

Salary (Pay Basis)

3,833.04

Grade

NATO Grade G8-G10

NATO International Staff seeks to establish a reserve list for grade Grade 8-10 (B3/B4).

Through this Reserve List, NATO IS might also appoint qualified candidates to Grade 8 (B3) (Talent Acquisition Assistant) and/or Grade 5 (B2) posts (Administrative Assistant for Talent Acquisition).

• SUMMARY
  

Within T he Executive Management Division (EM), NATO’s International Staff (IS) Human Resources (HR) Directorate is comprised of five pillars: Talent Management and HR Integration (TMHRI); Staff Services (StS); HR Policy and Strategy Coordination (IS and NATO-wide HR policy); Data and Analytics; and the Medical Service.

The Talent Acquisition Service is serving the IS in all recruitment and selection matters for permanent posts, recruitment of interns as well as temporary staff. It manages and administers competitions for all three types of employment.

Under the supervision of the Head, Talent Acquisition, the Assistant performs the full life-cycle of assigned competitions through the advertising, selection and on-boarding stages, as well as providing client support, general administration and candidate testing for permanent staff, temporary staff and interns.

The role consists of a combination of organisational, administrative, data management, and customer service tasks, with opportunities to demonstrate flexibility and initiative related to improvements in the work of the Service.

The responsibilities outlined will be shared between a team of talent acquisition specialists, each with a certain group of internal clients, for certain types of competitions and/or projects. Depending on the needs of the Service, the incumbent may be asked to give priority to certain tasks or projects.

• QUALIFICATIONS AND EXPERIENCE
  

Essential

The incumbent must:

• Possess higher secondary education qualification with 4 years post-related experience, OR upper vocational training/ post-secondary degree in a discipline relevant for this position with 2 years post-related experience of administrative or organisational work;
• have professional experience working within a Human Resources team, particularly in the field of talent acquisition and/or talent management;
• have good professional drafting and editing skills in at least one of the official NATO languages;
• be competent in the use of computer software support packages, e.g. word processing, spreadsheets, databases, PowerPoint presentations and internet/intranet;
• have previous experience of closely collaborating with direct colleagues and providing service to the stakeholders at all levels;
• have demonstrated experience working in a fast paced and demanding environment;
• have experience in project and/or program management;
• possess excellent communication and outreach skills;
• 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 degree or certification in psychology, business administration, human resources or relevant field;
• knowledge of and experience in state-of-the-art talent acquisition best practices and tools;
• experience in the use of social/professional media;
• experience working with an online recruitment/applicant tracking system;
• experience in a field of NATO core business (international relations, political affairs, defence, security…) and/or a functional area of other HR clients (e.g. IT, finance, construction and general services, etc.);
• have experience with managing service suppliers and the costs attached to the services;
• an ‘Advanced’ level in both NATO official languages.
• MAIN ACCOUNTABILITIES
  

Expertise Development

Ensure the full talent acquisition life-cycle for assigned Divisions (and as backup to other team members) for different types of competitions. This includes establishing the selection design and schedule of the process, managing the advertising of competitions, as well as the on boarding medical and security procedures. Administer tests to candidates. Organise own workload to ensure the accurate and timely execution of duties. Report timely and accurately for all recruitment processes.

Project Management

Provide administrative and organizational support for projects and programmes (e.g. the IS Internship programme, etc.). Provide constructive suggestions to improve procedures and practices within the recruitment service. Find ways to be faster, better and more effective in managing information and using office tools. Contribute actively to the improvement and/or implementation of recruitment projects, processes and information management tools (such as applicant tracking systems). Participate in the establishment of the Talent Acquisition budget and process routine financial transactions related to its execution.

Information Management

Draft general correspondence of the Talent Acquisition Service as well as correspondence related to the management of all the candidates’ administrative files from the application stage until the entry into service. When needed, act as secretary and/or HR Representative on selection panels, in collaboration with selection board chairpersons. Answer enquiries and incoming calls from candidates and NATO Heads of Section, Division or National Delegations to NATO, in close cooperation with the assigned HR Advisor. Provide statistics on candidates, competitions and associated processes as requested by the management. The incumbent is expected to work on task related to service suppliers. Such as, registering and managing costs of the service involved.

Stakeholder Management

Advise hiring Divisions on recruitment and selection best practices. Liaise with various points of contact within Talent Management and HR integration, the broader Human Resources organisation as well as hiring Divisions, to ensure efficiency in daily management of workload and processes. Closely coordinate with the Organizational Design Officer and HR Advisor on initial requests of various nature pertaining to recruitment.

Knowledge Management

Collect, categorise, and track relevant information required for various tasks and projects. Maintain well-structured paper and electronic filing systems, for classified and unclassified documents. Proactively develop skills in Talent Management and HR matters in general and particularly in candidate outreach and acquisition. Liaise with other Assistants to leverage knowledge, share good practices and experiences

Perform any other related duty as assigned.

• INTERRELATIONSHIPS
  

The incumbent reports to the Head, Talent Acquisition Service and will work closely with colleagues from the Talent Acquisition team and the broader Talent Management and HR Integration Section, in particular the HR Advisors. S/he will deal with members of the International Staff (IS) at all levels and with representatives of Delegations, Partner Missions, the International Military Staff (IMS) and the Civilian Staff Association, as well as with candidates for posts of all levels, and external service providers such as consultancy firms, testing providers or communication partners.

Direct reports: N/a

Indirect reports: N/a

• COMPETENCIES
  

The incumbent must demonstrate:

• Achievement: Works to meet standards;
• Analytical Thinking: Sees basic relationships;
• Clarity and Accuracy: Checks own work;
• Conceptual Thinking: Sees patterns based on life/work experience;
• Customer Service Orientation: Takes personal responsibility for correcting problems;
• Empathy: Reads non-verbal cues and understands meanings;
• Impact and Influence: Takes multiple actions to persuade;
• Initiative: Is decisive in a time-sensitive situation;
• Teamwork: Co-operates.
• CONTRACT
  

Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years’ duration; possibility of an indefinite duration contract thereafter.

Contract clause applicable:

In accordance with the NATO Civilian Personnel Regulations, the successful candidate will receive a definite duration contract of three years, which may be followed by an indefinite duration contract.

If the successful applicant is seconded from the national administration of one of NATO’s member States, a 3-year definite duration contract will be offered, which may be renewed for a further period of up to 3 years subject to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years.

Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.

NOTE: Irrespective of previous qualifications and experience, candidates for twin-graded posts will be appointed at the lower grade. Advancement to the higher grade is not automatic, and will not normally take place during the first three years of service in the post.

Under specific circumstances, serving staff members may be appointed directly to the higher grade, and a period of three years might be reduced by up to twenty four months for external candidates. These circumstances are described in the IS directive on twin-graded posts.

• USEFUL INFORMATION REGARDING APPLICATION AND RECRUITMENT PROCESS
  

Please note that we can only accept applications from nationals of NATO member countries. Applications must be submitted using e-recruitment system, as applicable:

• For NATO civilian staff members only: please apply via the internal recruitment portal ( link );
• For all other applications: www.nato.int/recruitment
  

Before you apply to any position, we encourage you to click here and watch our video providing 6 tips to prepare you for your application and recruitment process.

Do you have questions on the application process in the system and not sure how to proceed? Click here for a video containing the information you need to successfully submit your application on time.

More information about the recruitment process and conditions of employment, can be found at our website (http://www.nato.int/cps/en/natolive/recruit-hq-e.htm)

Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate), approval of the candidate’s medical file by the NATO Medical Adviser, verification of your study(ies) and work experience, and the successful completion of the accreditation and notification process by the relevant authorities.

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.

• ADDITIONAL INFORMATION
  

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, and strongly encourages women to apply.

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.

Due to the broad interest in NATO and the large number of potential candidates, telephone or e-mail enquiries cannot be dealt with.

Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature, albeit at the same or a lower grade, provided they meet the necessary requirements.

The nature of this position may require the staff member at times to be called upon to travel for work and/or to work outside normal office hours.

The organization offers several work-life policies including Teleworking and Flexible Working arrangements (Flexitime) subject to business requirements.

Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment.

For information about the NATO Single Salary Scale (Grading, Allowances, etc.) please visit our website . Detailed data is available under the Salary and Benefits tab.