Staff Assistance Services for Personnel Administration Section

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

• Supporting the management of the military and civil work force program within 3NSB
• Supporting the formulation, preparation and execution of policies and procedures in the military and civilian personnel management and personnel services in accordance with higher HQs guidance for all 3NSB elements,
• Providing the advice to superiors on the personnel aspects of communications and plans, advising the staff on implementation, ensuring proper deployment of all NSB personnel and assisting with issuing admin orders for support to NATO operations and exercises.
• Upon the guidance and supervision of the S1 Chief: the contractor will provide the services within
• implementation and support with in- and out-processing procedures,
• verification of the validity and completeness of personal documentation,
• processing NATO personnel documentation,
• managing and update database containing personal data at APMS and S1 personal database,
• managing and issuing facility access cards (AMIS IDs),
• assisting in the management and coordination with S1 Section Head, of the civilian recruitment, performance and the evaluation processes,
• assisting S1 Section Head with military evaluation process,
• assisting 3NSB personnel with VAT reimbursement processes and documentation.

Essential Skills and Experience

• Good knowledge of NATO structures and organizations as well as NATO operational areas (information available on www.nato.int).
• Very good knowledge of human resources management and personnel administration standards (NATO Civilian Personnel Regulations;
• Recent 5 years' experience with working in the military HQ/ International Organization.
• Recent 5 years' experience and working knowledge within automated personnel management systems.
• Good Communication skills, both verbal and written in English.
• Basic knowledge of Host Nation Poland - Ustawa o Podatku od Towarow i Uslug /VAT Code and - Regulations (for VAT and Excise Duty reimbursement purposes).
• Basic knowledge of Host Nation - Poland Labour Law (Kodeks Pracy) and regulations
• Minimum 5 years' experience in HR management in organization of minimum 300 personnel.
• Official HR automated management system certification - personnel roles assignments application.
• Official HR automated management system certification - personnel management application.
• Driver License B (personal vehicles).
• Experience in the workforce management of both military and civilian personnel.
• Experience in the recruitment, administration, employment of personnel in a military HQ or civilian organization of minimum 300 personnel size.
• Experience in supervisory/ management role.
• Experience in the personnel database management, personnel records management, personnel accounting and strength reporting.
• Experience in handling electronic documentation and electronic mail (including classified and personnel in confidence) in a local area network environment as well as familiarization with General Data Protection Regulations (GDPR) requirements.
• Must be familiar with modern office equipment and have adequate computer skills (MS Office at least: Word, Excel, Power Point)

Education

• Higher University education (at least bachelor degree) in Human Resources, Business Administration or related area and basic training in HR or related discipline for specific tasks related skills with minimum 5 years post related experience.

Working Location

• Bydgoszcz, Poland

Working Policy

• On-Site

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance