Human Resources Manager

Human Resources Manager, G15(A2)

The Personnel & Administration Branch (PAB), consisting of a Personnel Section and a Graphics and Reproduction Section, is responsible for matters pertaining to personnel and administration. The Branch assists and advises the Commandant on all matters in the execution of his/her responsibilities and duties regarding all human resource activities and directs and oversees overall military and civilian manpower policy and personnel management within the NDC. The PAB authenticates, publishes and distribute correspondence, orders and instructions and administers the NATO military evaluation reporting system. The PAB provides support for civilian personnel including recruitment, management, administration, clearance, employment, payroll, as well as performance management and training. In addition, the Branch is responsible for developing, validating, coordinating, and maintaining the Peacetime Establishment (PE) for NDC including the validation coordination and submission of inputs required for all PE change requests. Finally, PAB manages all matters concerning privileges and immunities and reproduction services.

The Personnel Section is responsible to the Head PAB (HPAB) for the recruitment, HR management and administration of NATO International Civilian (NIC) personnel appointed to NDC in accordance with appropriate agreements and delegations of authority. CPS provides direct advice to the NDC Commandant as Head of NATO Body on all matters pertaining to civilian personnel management and administration and prepares, plans and manages all funds related to civilian salaries and administration of NATO international civilian salary and allowance budgets. In addition, CPS manages all matters concerning privileges and immunities (P&I) granted to diplomatic and consular personnel by the Italian Ministry of Foreign Affairs on basis of the Ottawa Agreement and respective supplement agreements.

The four Assistants of the Personnel Section and the Privilege and Immunity office are reporting directly to this post. The incumbent deputizes HPAB during absences and if needed.

The Human Resources Manager (HRM) is the official designated responsible for the management of the NDC civilian personnel as defined by NATO Civilian Regulations (NCPRs) and other related policies and directives on NIC personnel, incl Reporting Lines which is deputizing in case of absence. To ensure a single coherent focus, the HRM reports to the HPAB, however, the incumbent has direct access to the Commandant and Senior Management on aspects related to the civilian personnel policies, regulations, procedures and sensitive matters such as disciplinary issues, complains and appeals.

a. The HRM is responsible for a variety of dissimilar management functions, including:

• The development and implementation of civilian HR policies, procedures and processes, i.e. contract policy as per NDC needs or per NATO indications and assure their periodical review for continued effectiveness.
• Providing professional and technical advice to the Cmdt and Senior Management on all matters pertaining to civilian personnel management and administration.
• Managing contract policy, to include the writing of offers, renewals, termination, ensuring accuracy and timelines.
• Managing complaints and discipline, to include staffing and recommending appropriate disciplinary action related to civilian personnel in accordance with the CPRs and HONB delegated authority.
• Assuring that NIC hold a valid Personal Security Clearance (PSC) in coordination with the Personal Security Officer. May be required to directly contact and coordinate with the respective National Security Authority.

b. Managing the NATO civilian recruiting activities of all aspects of the NIC recruitment including:

• Advising HPAB on the Job Description review.
• Vacancy notices and Selection Board composition.
• Managing and supervising the execution of the entire process including the relations with the candidates.
• Participating in selection boards as secretary and as a voting member when necessary.
• Reviewing and preparing shortlists of candidates and writing Selection Board reports.
• Implementing all follow-up on recruitment actions to ensure candidates are appointed in the shortest possible time.

c. Acting as fund manager of the budget related to civilian personnel, in particular:

• Preparing, executing and controlling of the budget.
• Administering and supervising of the monthly payroll (for all CPRs categories), with all the accounting and reporting implementation. Including the yearly IBAN AUDIT process.
• Assuring correct application of the remuneration.
• Administering of allowances; verifying and assessing of entitlements and implementation.
• Managing insurances, eg Health Insurance and Pension Schemes.
• Managing other expenditure related activities to NIC personnel.
• Managing funds for training activities.
• Managing the Service Level Agreements with respect to all HR shared or consolidated services (eg PMIS, HRDS, NTAP).

d. Managing and ensuring proper implementation of the Performance Management System and its continuous adaptation to NDC requirements using statistical data:

• Providing managers advice on setting out the individual objectives and conduct of subsequent performance appraisals.
• Selecting, developing and implementing of technical training and professional development programs aimed at building the civilian HR capabilities of the NDC as well as supporting the personnel career development of staff.

e. Acting as reference IPOC for all personnel falling under the NCPRs:

• Counselling and acting as advisor for the implementation of the NATO wide policy for protection against Discrimination and Harassment in the workplace.
• Convening, advising and organizing Civilian Boards if necessary, including Selection Boards, Disciplinary Boards, Medical Boards.
• Managing of overtime, leaves and general attendance, including overtime, long term sicknesses and managing Invalidity boards.
• Writing and maintaining information notes to staff and NDC administrative instructions and standing instructions.

f. Representing the NDC at the Advisory Panel on Administration and other Civilian HR, ADP Working Groups and meetings. Consolidation of local policy with the NATO wide HR strategy.

g. Supervising and directing all activities in the Privileges and Immunities Office to ensure granting to international and NATO personnel.

• Providing personnel administration support services to all staff, both civilian and military.
• Ensuring that appropriate advice and assistance is available to all staff concerning Privileges & Immunities as well as welfare matters such as local insurance and national and local legislation.

h. Liaising with the NDC Civilian Staff Association in order to maintain good relationship and avoiding/solving problems.

3. Special Requirements and Additional Duties.

Assisting HPAB on manpower related issues and application on manpower policy if needed. Flexibility Clause: The incumbent may be required to perform other related duties as directed. 'Other duties' should be similar, albeit in a different organizational element, to that which the individual normally works. The incumbent may be required to attend, as directed, additional training and specialised courses in the field of HR management to include the NATO Resource Management Education Programme (RMEP) course at NATO School.

4. Essential Qualifications:

a. Professional/Experience:

• Minimum of 5 years working experience in Human Resources in progressively responsible positions at managerial level, preferably in an international civilian environment and in-depth knowledge of modern HR concepts and theories.
• Working experience in contract management and employment laws and best practices.
• Experience in the management of modern Performance Management systems.
• Experience in a people management position.
• Good understanding of financial and accounting concepts.
• Standard Automated Data Processing (ADP) knowledge. Advanced working user experience with MS Word, MS Excel, email/Outlook and Sharepoint. Basic working user experience with MS Power Point programmes and ACCESS database.

b. Education/Training:

• University degree level education in business administration, public administration, law or equivalent discipline also including finance and economics and 4 years post related experience, or a Higher Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 6 years post related working experience.

c. Language Requirements: English SLP 3333 - STANAG 6001

5. Desirable Qualifications:

1. Professional/Experience:
• Proven experience in performing similar duties in an international organization, comprising both military and civilian personnel (preferably NATO or a coordinated Organization).
• Knowledge of NATO Civilian Personnel Regulations (CPRs), NATO Financial Regulations and other rules and procedures related to the administration of international civilian staff.
• ADP knowledge: Working experience with HR IT tools (eg HRDS, APMS, NTAP).

• Education / Training:
• Attendance of the NATO Resource Management Education Programme (RMEP) course at the NATO School.

3. Language Requirements: French SLP 2222 -