Assistant

1. SUMMARY

NATO’s International Staff (IS) Human Resources (HR) Directorate is comprised of three pillars: Talent Management and HR Integration; Staff Services; and HR Policy and Strategy Coordination. Staff Services includes Pay and Allowances, Pensions, Records and Leave, and Privileges and Immunities (P&I). The Pay and Allowances Service provides services also to certain other NATO bodies in an HR Shared Services framework.

Within the Staff Services, the Pensions Unit is a shared Service operating NATO-wide. The Unit manages two distinct pension schemes, the Co-ordinated Pension Scheme, and the NATO Defined Contribution Pension Scheme.

Under the supervision of the Head of the Pensions Unit, the incumbent will assist the Principal Assistant in ensuring the smooth and efficient administration of pensioners and their beneficiaries under the Coordinated Pension Scheme, and in informing serving staff of their entitlements. S/He must have the ability to perform accurately under time pressure and with a minimum of supervision.

2. QUALIFICATIONS AND EXPERIENCE

ESSENTIAL
The incumbent must possess:

• a good general education at least to higher secondary level or have equivalent relevant professional experience;
• a minimum of 4 years’ experience in dealing with personnel administration or financial accounting;
• strong analytical and numerical skills;
• good knowledge of the standard Microsoft Office;
• possess good customer service skills and the ability to communicate at all levels efficiently and with tact;
• the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one and III (“Intermediate”) in the other.

DESIRABLE
The following would be considered an advantage:
• experience working in an international environment;

• a working knowledge of an additional language of a NATO member nation; and
• experience in the organization of events.

3. MAIN ACCOUNTABILITIES

Information Management
Provide member countries, delegations and pensioners with the total annual amount of the pension and tax adjustment received. Gather annual declarations of continued entitlement to benefits and evidence that pensions have been declared for tax purposes where a tax adjustment is claimed. Liaise with Office of Financial Control (OFC) for all tax related matters, including recovering. Keep track of changes in civil status and family circumstances of pensioners, adjust records accordingly and follow up any resulting adjustment to benefits. Create and update pensioners’ personal files. Prepare official documents, statements and correspondence regarding legal cases for OLA’s consideration and for ASG / DASG signature. Keep records and legal files up-to-date in paper or electronic format. Provide information and prepare correspondence on the pension rights and related tax adjustments, for the active and former staff members of NATO as a whole.

Stakeholder Management
Reply to queries regarding pension and tax adjustment matters from active and former staff members, their beneficiaries, and HR Officers from other NATO bodies. Explain complex issues concerning entitlement to pensions, allowances and tax adjustment in the appropriate way, via different communication channels. Perform as a member of a team, with a good sense of personal initiative and responsibility. Co-ordinate and co-operate with all members of the Pensions Unit to ensure the smooth and efficient administration of NATO pensioners and perform Info desk functions for active staff affiliated to the Coordinated Pension Scheme. Coordinate with the Office of the Financial Control (OFC) on tax adjustment payments.

Expertise Development
Develop, capture and document expert knowledge linked to tax adjustment related matters. Identify training opportunities and pursue personal development with a view to acquire new skills to improve the individual performance, or to increase the team effectiveness.

Knowledge Management
Contribute to maintaining and updating the NATO pension website. Extract data from the Central database (PMIS) and collate statistics for tax related matters. Assist the Principal Assistant in providing pension related data and statistics to OFC, the International Board of Auditors and the International Service on Remunerations and Pensions (ISRP). Organise own activities, prioritise tasks and coordinate with activities of others to accomplish tasks in a timely and efficient manner. Co-operate and co-ordinate very closely with the colleagues managing the Coordinated Pension Scheme.

Project Management
Organise and plan activities related to internal projects/programmes, workshops and events, as supervised within her/his own area of expertise. Oversee and monitor the execution of projects/programmes and/or provide specialist input.
Perform any other related duty as assigned

4. INTERRELATIONSHIPS

The incumbent reports to the Head, Pensions. S/He is under the daily supervision and guidance of the Principal Assistant, Coordinated Pension Scheme.
The incumbent will work in close co-operation with the other members of the Service, replacing them, if necessary, on a temporary basis. S/He acts as a first point of contact for active and former staff on pension matters, as well as with counterparts in other NATO bodies, and with staff of the IS Executive Management Division and the Office of Financial Control.
Direct reports: N/a
Indirect reports: N/a.

5. COMPETENCIES

The incumbent must demonstrate:
• Analytical Thinking: Sees basic relationships;

• Achievement: Works to meet standards;
• Clarity and Accuracy: Checks own work;
• Conceptual Thinking: Sees patterns based on life/work;
• Costumer 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: Cooperates.

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 Régulations.

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.