Staff Assistant (Remote Administrator)
Belgium-Mons
Primary Location
Belgium-MonsNATO Body
Supreme Headquarters Allied Powers Europe (SHAPE)Schedule
Full-timeApplication Deadline
06-Jul-2025, 9:59:00 PMSalary (Pay Basis)
: 5,195.80Euro (EUR) MonthlyGrade NATO Grade G12Description
:Post Context/Post Summary
Supreme Headquarters Allied Powers Europe (SHAPE) provides an integrated Strategic Effects framework, employing a multi-domain and multi-region focus to create a 360-degree approach, with the flexibility to enable, upon direction, a seamless transition from Baseline Activities and Current Operations (BACO) up to the Maximum Level of Effort (MLE). SHAPE supports SACEUR in fulfilling his terms of reference, as directed by the North Atlantic Council.
The J1 Division is responsible for ensuring capable workforce and personnel directives and management across Allied Command Operations (ACO).
The Human Resources Data Services Branch (HRD) exercise authority for Human Resources Data Services (HRDS) for all PEAs and other NATO organizations participating in the HRDS Programme and provides HRDS business management, training and support.
The HRDS Training and Helpdesk Section (TRH) is providing 1st level user support via the HRDS Helpdesk and records user’s change proposals. TRH develops, manages and delivers the HRDS training programme, is responsible for remote administration of HQs, coordinates the user acceptance tests and rollout of HRDS applications and work products at the HQ level. The section represents the HRDS user community and organizes the HRDS User Groups.
The HRDS administrator is co-located with Joint Force Command HQ and is responsible for the administration of and training for the HRDS applications and work products primarily within the JFC and secondarily for all the assigned commands (JALLC, JFTC, etc.)
Principal Duties
1. Acts as remote HRDS administrator to be able to investigate and resolve incidents from the local and regional HQs.
a. Acts as the JFC HQ referee in relation to the HRDS applications and work products with particular attention to the assigned HQs local requirements and constraints.
b. Assists OJA RHXX 0020 (Deputy Assistant Chief of Staff J1) in all his/her duties and assists the HQ HRDS Super User if requested.
c. Coordinates JFC and other assigned users and all technical aspects required for the installation of HRDS applications, certifies HRDS application access for approved personnel.
d. Leads in creating and maintaining direction and guidance in relation to documents life cycle, focusing on users’ requirements. Designs and generates database queries/reports in support of JFC and assigned HQs.
e. Initiates configuration change proposals to resolve Users operating difficulties; interacts with local NCIA specialists and the central HRDS helpdesk for technical support and maintenance if required.
2. Manages and leads the JFC and assigned HQs on-site training activities to all HRDS users on a periodic basis; delivers specific applications training.
a. Develops and implements SHAPE HRDS training aids, notes and presentation to support periodic training.
b. Assists in the development and maintenance of HRDS computer based training (CBT) programme.
c. Provides first line maintenance of the HRDS mobile training facility and training aids.
d. Provides input for maintenance of approved HRDS Syllabi.
e. Assists with course planning, enrolment, selection, delivery and award of qualifications.
3. Supports assigned users as remote part of the Centralized HRDS Helpdesk for questions, requests and incidents.
a. Provides advice and assistance to HRDS users.
b. Assists in the maintenance of HRDS User Support Facilities (Help Desk and Help Pages, Tips and Tricks, etc.).
4. Staffs SHAPE HRDS policies and procedures.
5. Attends periodic SHAPE HRDS seminars/meetings.
6. Participates in Exercises/Operations as required.
7. Supports HRDS Systems fielding and acceptance testing (focusing on User requirements compliance).
8. Supports in organizing the annual HRDS User Group Meeting.
Special Requirements and Additional Duties
The incumbent may be required to undertake deployments in support of military operations and exercises, and/or TDY assignments, both within and without NATO boundaries up to 180 days. The employee may be required to perform a similar range of duties elsewhere within the organization at the same grade without there being any change to the contract.
Essential Qualifications
a. Professional/Experience
1. At least 3 years’ recent experience in HR Data Management applications and their support in military or international environment in minimum 5 of the following areas:
a. Management/support of organisational structures and posts and their approval workflow;
b. Management/support staffing and personnel data
c. Management/support of functional roles related to the maintenance of the HR data
d. Management/support of staff’s performance data
e. Management/support of on-boarding, in- and out-processing of staff
f. Management/support of ID cards and related data
g. Management/support of privileges and entitlement data and balance
h. Management/support of access control data
i. Management/support of HR reference data
j. Management of HR user accounts
2. Experience in a medium to large (>500 users) distributed organization
3. Experience as a helpdesk operator (or similar) working with users’ desk side and remotely.
4. Experience delivering role based trainings as a significant job function.
5. Experience with HR business processes and workflows related to workforce and personnel data
b. Education/Training
Higher Secondary education and completed higher vocational training leading to a formal technical or professional certification with 3 years function related experience, or Secondary education and completed advanced vocational training leading to a professional qualification or professional accreditation with 5 years post related experience.
c. Language
English - SLP 3333 - (Listening, Speaking, Reading and Writing)
Desirable Qualifications
a. Professional Experience
1. Experience in the last 5 years using ACO’s current HRDS applications.
2. Experience in the past 5 years as a trainer for ACO’s current HRDS applications.
3. Experience in the last five years in the application management of ACO's current Human Resources Data Services (HRDS) applications.
4. Experience in the last 8 years in HR data management, data reporting and analysis.
5. Experience in the past 5 years as a SharePoint 2013 (or later) administrator.
6. Experience in the past 8 years using a formal trouble ticketing system.
7. Experience in the past 10 years in a NATO position that required use of NATO’s Workforce Policy and Procedures directive, MC 216/4 (AAP-16(E)).
b. Education/Training
1. A university degree and 3 years function related experience
2. NATO Instructor Course (ETE-IT-2632) provided by NATO - School Oberammergau (NSO)
3. NATO eLearning Instructional Design Course (ETE-IT-31550) provided by NATO - School Oberammergau (NSO)
Attributes/Competencies
• Personal Attributes: The incumbent must exhibit negotiating and diplomatic skills in dealing with users and senior staff of Headquarters, with external agencies and with contractors. A high level of tact will be required in the course of dealing with stakeholders to change long entrenched traditional methods of workforce and personnel management.
The incumbent has daily external contacts with the HRDS Centralized Helpdesk and Training and Helpdesk Section Head but he/she must be able to work with very low supervision, still providing objective results agreed with the Supervisor.
The incumbent is expected to provide training, customer service and support to the local and remote HQs and HRDS users. The proficiency of all users to exploit HRDS applications and work products will provide the basis to successfully support ACO’s decision making process in an efficient manner. Above all, the incumbent will have to exhibit team player and team management skills, and be able to delegate and escalate within and outside of the HQ.
Whilst dealing tactfully with users and HQs, the Remote Administrator must nevertheless maintain a firm control of account access permissions, in accordance with approved policies. At the same time, he/she must be able to use knowledge and initiative to help users to solve their system access problems.
The employee must be flexible and able to work in more than one context simultaneously.
• Professional Contacts: The incumbent will routinely interface with the following:
a. Users at all professional levels, providing advice, guidance and information on HRDS applications and work products.
b. With system contractors at managerial and engineer level concerning the technical support to the applications throughout its lifetime.
c. NATO technical staff providing life-cycle support to HRDS applications.
• Contribution to Objectives:
a. The incumbent will contribute to the development of HRDS Application and process workflows to support the utilization of workforce and military personnel management systems locally, in the region and across NATO.
b. The incumbent shall also contribute to the development of HRDS policy as it related to technical issues of application use.
c. In managing the technical aspects of system implementation, the incumbent will help to ensure that the system is implemented and operated in accordance with all user requirements and technical specifications.
d. Develops procedures, training policy and working practises in own area of professional competence.
REMARKS:
Duration of contract: Pending Approval. Serving staff members will be offered a contract according to the NATO Civilian Personnel Regulations (NCPR). Newly recruited staff will be offered a definite duration contract of three years normally followed by an indefinite duration contract.
The salary will be the basic entry-level monthly salary defined by the NATO Grade of the post, which may be augmented by allowances based on the selected staff member’s eligibility, and which is subject to the withholding of approximately 20% for pension and medical insurance contributions.
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.
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.
Applicants who prove to be competent for the post but who are not successful in this competition may be offered an appointment in another post of a similar nature, which might become vacant in the near future, albeit at the same or lower grade, provided they meet the necessary requirements.
We believe that all people are capable of great things. Because of this, we encourage you to apply even if you do not meet all of the criteria listed within this job description.
HOW TO APPLY FOR A NATO CIVILIAN POST AT SHAPE:
Applications are to be submitted using NATO Talent Acquisition Platform (NTAP) (https://nato.taleo.net/careersection/2/jobsearch.ftl?lang-en). Applications submitted by other means (e.g. mail, e-mail, fax, etc) are not accepted.
More information to be found on these links:
Shortlisted candidates will be requested to provide original documentary evidence and a set of copies supporting statements in their applications. Appointment is subject to obtaining a NS security clearance and a medical certificate.
Remarks:
A. Only nationals from the 32 NATO member states can apply for vacancies at SHAPE.
B. Applications are automatically acknowledged within one working day after submission. In the absence of an acknowledgement please make sure the submission process is completed, or, re-submit the application.
C. Qualified redundant staff of the same grade interested in this post should inform this office, via their HR/Personnel Office by not later than vacancy’s closing date.
D. 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
Tags: Chatbots ChatGPT Data management GPT .NET Security SharePoint Testing
Perks/benefits: Flex hours Insurance Team events Transparency
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