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Principal Assistant Pensions

  • International Staff, NATO HQ
Brussels, Belgium
Full-time
Published:
Application Deadline: March 16, 2025
  • International Staff, NATO HQ
Brussels, Belgium
Full-time
Published:
Application Deadline: March 16, 2025

SUMMARY:

The Executive Management (EM) Division has the lead role in the overall management of the NATO HQ. The EM Division covers the following directorates: HQ Support and Transformation (HQST), Human Resources (HR) and Information, Communications, and Technology Management (ICTM).

Within the Executive Management Division (EM), NATO’s International Staff (IS) Human Resources (HR) Directorate is comprised of five pillars: Talent Management and HR Integration (TMHRI); Staff Services (Pay and Allowances, Pensions, Privileges and Immunities and Insurances); HR Policy and Strategy Coordination (IS and NATO-wide HR policy), the Data Analytics section and the Medical Service.

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 direction of the Head of the Pensions Unit, the incumbent is responsible for the smooth and efficient administration of active staff, passive staff, pensioners and their beneficiaries under at least one or possibly both Pension Schemes, depending on the necessities within the Pensions Unit.

In this respect, the incumbent contributes to the supervision of data processing and administration. Furthermore, they answer requests for information from internal and external stakeholders at various levels and in various roles. They contribute to the implementation of change policies and change projects in connection with the development of the HR IT systems and tools as related to pensions, and the digitalisation of relevant archives, thereby contributing to organisational efficiencies in Staff Services processes. The incumbent must have the ability to work with a minimum of supervision and the ability to perform accurately under time pressure.

QUALIFICATIONS AND EXPERIENCE:

Essential

The incumbent must:

  • Possess a higher secondary level education with 6 years of experience in areas relevant to Pensions OR possess an upper vocational training/post-secondary degree in a discipline relevant for this position with 3 years of experience in Pensions or other relevant field(s) of expertise such as personal administration and financial accounting;

  • Have strong analytical and numerical skills;

  • Have a proactive approach to problem solving;

  • Demonstrate strong drive for teamwork;

  • Demonstrate experience of working with a diverse set of stakeholders;

  • Possess excellent customer service skills and the ability to communicate at all levels efficiently and with tact;

  • Possess very good organisation and multi-tasking skills;

  • Have a proactive approach to problem-solving;

  • Have good knowledge of the standard Microsoft Office tools as well as information technologies and equipment for storing, retrieving, transmitting and handling data;

  • Possess 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:

  • Practical work experience in a Pensions environment;

  • Experience in pension administration systems and the associated policy and processes;

  • Experience in implementing and/or handling digital transformation projects to contribute to organisational efficiencies and reporting;

  • Professional experience in a national administration and/or international public sector organisation;

  • Knowledge of other NATO member country languages.


MAIN ACCOUNTABILITIES:

Information Management 

Prepare electronic media files on a monthly basis for payment of pensions and tax adjustments to pensioners throughout the Organization. Oversee the establishment of the pension payroll and/or redemptions on a monthly basis. Oversee the preparation of correspondence on the pension rights and related tax adjustments for the active and former staff members as a whole. Handle correspondence relating to entitlements and questions on pension matters. Keep records of pensioners and of their entitlements up-to-date, both on paper and electronically. Ensure that the data received from NATO bodies is accurate, timely, complete and in conformity with the Pension Schemes rules.

Expertise Development

Develop, capture and document expert knowledge on at least one of both Pension Schemes. Communicate on pension related content to various audiences and various levels. Identify opportunities to streamline, automate and improve work processes, and to replace manual interventions by IT supported solutions where this is possible.

Stakeholder Management 

Reply to queries regarding pension related issues from active and former staff members, their beneficiaries, and HR Officers from other NATO bodies. Explain issues concerning entitlement to pensions, allowances and tax adjustment in the appropriate way for active staff, pensioners and their beneficiaries.

Knowledge Management 

Extract data from the PMIS and collate statistics on the Pension Scheme(s). Provide pension related data and statistics to the Office of Financial Control, the International Board of Auditors, the International Service on Remunerations and Pensions (ISRP), to the thirdparty service provider (Previnet) and all relevant stakeholders. Contribute to improving the communication and pension related information and education of active staff and former staff, via different communication channels.

People Management 

Manage autonomously the monthly pension pay cycle by prioritizing tasks and leading other team members to achieve objectives. Supervise and co-ordinate the work of staff, and coach other members of the Pensions Unit to ensure the smooth and efficient administration of NATO pensioners. Identify shortcomings and assist the Head of Unit in managing the team. Organise activities of the team and co-ordinate with the Head of Unit.

Project Management 

In co-ordination with the Head of Unit, identify, organise and plan activities related to internal projects/programs.Perform any other related duty as assigned.

INTERRELATIONSHIPS:

The incumbent reports to the Head of the Pensions Unit and works, as part of a team, in close co-operation with other members of the Service, organizing the work flow regarding the Pension Scheme(s). The incumbent interacts on a daily basis with members of the scheme and pensioners as well as contacts within the NATO bodies and within Executive Management and the Office of Financial Controller.

  • Direct reports: N/a;

  • Indirect reports: N/a.


COMPETENCIES:

The incumbent must demonstrate:

  • Achievement: Works to meet standards;

  • Analytical Thinking: Sees basic relationships;

  • Clarity and Accuracy: Checks own work;

  • Conceptual Thinking: Sees patterns based on life/work experience;

  • Customer 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: Co-operates.


CONTRACT:

Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years’ duration; possibility of an indefinite duration contract thereafter.

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 Regulations.


USEFUL INFORMATION REGARDING APPLICATION AND RECRUITMENT PROCESS:

Please note that we can only accept applications from nationals of NATO member countries. Applications must be submitted using e-recruitment system, as applicable:

  • For NATO civilian staff members only: Please apply via the internal recruitment portal (link);

  • For all other applications: www.nato.int/recruitment.


Before you apply to any position, we encourage you to click here and watch our video providing 6 tips to prepare you for your application and recruitment process. Do you have questions on the application process in the system and not sure how to proceed? Click here for a video containing the information you need to successfully submit your application on time.

More information about the recruitment process and conditions of employment, can be found at our website (http://www.nato.int/cps/en/natolive/recruit-hq-e.htm).

Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate), approval of the candidate’s medical file by the NATO Medical Adviser, verification of your study(ies) and work experience, and the successful completion of the accreditation and notification process by the relevant authorities.

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.

ADDITIONAL INFORMATION:

  • 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, and strongly encourages women to apply;

  • 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;

  • Due to the broad interest in NATO and the large number of potential candidates, telephone or e-mail enquiries cannot be dealt with;

  • Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature, albeit at the same or a lower grade, provided they meet the necessary requirements;

  • The nature of this position may require the staff member at times to be called upon to travel for work and/or to work outside normal office hours;

  • The organization offers several work-life policies including Teleworking and Flexible Working arrangements (Flexitime) subject to business requirements. Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment.


For information about the NATO Single Salary Scale (Grading, Allowances, etc.) please visit our website. Detailed data is available under the Salary and Benefits tab.
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