HR Workforce Management Assistant

Spektrum supports apex purchasers (NATO, UN, EU, and National Government and Defence) and their Tier 1 supplier ecosystem with a wide range of specialist services. We provide our clients with professional services, specialised aerospace and defence sales, delivery, and operational subject matter expertise. We are looking for personnel to join our team and support key client projects.

Who we are supporting 

The NATO Communication and Information Agency (NCIA) is responsible for providing secure and effective communications and information technology (IT) services to NATO's member countries and its partners. The agency was established in 2012 and is headquartered in Brussels, Belgium.

The NCIA provides a wide range of services, including:

• Cyber Security: The NCIA provides advanced cybersecurity solutions to protect NATO's communication networks and information systems against cyber threats.
• Command and Control Systems: The NCIA develops and maintains the systems used by NATO's military commanders to plan and execute operations.
• Satellite Communications: The NCIA provides satellite communications services to enable secure and reliable communications between NATO forces.
• Electronic Warfare: The NCIA provides electronic warfare services to support NATO's mission to detect, deny, and defeat threats to its communication networks.
• Information Management: The NCIA manages NATO's information technology infrastructure, including its databases, applications, and servers.

Overall, the NCIA plays a critical role in ensuring the security and effectiveness of NATO's communication and information technology capabilities.

The program

Assistance and Advisory Service (AAS)

The NATO Communications and Information Agency (NCI Agency) is NATO’s principal C3 capability deliverer and CIS service provider. It provides, maintains and defends the NATO enterprise-wide information technology infrastructure to enable Allies to consult together under Article IV, and, when required, stand together in the face of attack under Article V.

To provide these critical services, in the modern evolving dynamic environment the NCI Agency needs to build and maintain high performance-engaged workforce. The NCI Agency workforce strategically consists of three major categorise's: NATO International Civilians (NIC)'s, Military (Mil), and Interim Workforce Consultants (IWC)'s. The IWCs are a critical part of the overall NCI Agency workforce and make up approximately 15 percent of the total workforce.

Role Duties and Responsibilities

• Assist the Resource Manager (Workforce) in administrative duties pertaining to personal-in-confidence work, including: maintaining personnel databases and statistical information, follow- up timely actions on preparation of contract renewals and proposals, proposals for promotion, letters of appreciation and evaluations;
• Collect and prepare correspondence, documents, statistical information (related to NDWC's staffing situation), and presentations, using word processing, spreadsheets, databases, and graphics applications as appropriate;
• Assist with staff recruitment: preparation of job descriptions, advertisements, in coordination with the Resource Manager (Workforce);
• Support the administration of internships, IWC hiring and service contractors, in coordination with the Resource Manager (Workforce) and the RPM Office;
• Ensure delivery of performance management cycle, development and review meetings. Maintain and distribute reports on performance management, and prepare statistical data for the Chief NDWC;
• Ensure appropriate organisation and coordination of events involving staff, such as newcomers' induction briefing, introductory calls; as well as on-boarding and off-boarding actions in accordance with Agency procedures;
• Assist supported staff in following the Agency's procedures and guidelines and give appropriate advice;
• Support the workflow of the Enterprise Business Application (EBA) by undertaking change orders and other amendments in the system;
• Maintaining and improving of staff management information portal; including dissemination of all staff management support information, communication and publications, as required;
• Liaise with senior level administrative staff in other organizational elements to ensure coordination and standardization;
• Perform other duties as may be required.

Essential Skills and Experience

• Work experience in administrative and coordination functions, preferably in the areas of human resources and/or staff management;
• Proficiency in the use of personal computer office automation packages, particularly Microsoft applications and inclusive of SharePoint and workflows;
• Proven ability to communicate effectively orally and in writing - using tact and diplomacy;
• Strong organizational skills with the ability to multi-task;
• Eye for detail and problem-solving skills;
• Excellent time management skills and the ability to prioritize work;
• Pro-active attitude;

Desirable Skills and Experience

• Proven ability to communicate effectively at all levels, whilst building and maintaining strong relationships;
• Prior experience of working in an internal environment compromising both military and civilian elements;
• Knowledge of NATO responsibilities and organization;

Competencies or Personal Attributes

• Adhering to Principles and Values - Upholds ethics and values; demonstrates integrity; promotes and defends equal opportunities, builds diverse teams; encourages organisational and individual responsibility towards the community and the environment.
• Relating and Networking - Easily establishes good relationships with customers and staff; relates well to people at all levels; builds wide and effective networks of contacts; uses humour appropriately to bring warmth to relationships with others.
• Deciding and Initiating Action - Takes responsibility for actions, projects and people; takes initiative and works under own direction; initiates and generates activity and introduces changes into work processes; makes quick, clear decisions which may include tough choices or considered risks.
• Adapting and Responding to Change - Adapts to changing circumstances; tolerates ambiguity; accepts new ideas and change initiatives; adapts interpersonal style to suit different people or situations; shows an interest in new experiences.

Education

• Higher vocational training in a relevant discipline with 3 years post-related experience. Or a secondary educational qualification with 5 years post-related experience.

Working Location

• The Hague, Netherlands

Working Policy

• On-Site

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance