HR Coordinator

SUBJECT TO BUDGETARY APPROVAL

1. SUMMARY

The BICES Group Executive (BGX) a NATO entity is the executive body of the BICES Group (BG). The BG exists to enable the sharing and exchange of Intelligence and Information between and amongst the NATO nations with NATO and with other nonNATO nations and Organizations. The BGX under the leadership of the Director is comprised of the following pillars: Intelligence and Enterprise Services (IES) Division Programmes Engineering and Maintenance (PEM) Division Operations and Security Services (OSS) Division and Intelligence Surveillance and Reconnaissance (ISR) Cell.

Under the leadership of the Financial Controller/Head of Administration the Human Resources Office supports the Director in the efficient and effective management of BGXs human resources functions. The HR Office is responsible for daytoday HR management and administration including overseeing recruitment employee relations performance management and the development of policies and procedures to foster a positive and compliant work environment. They work closely with all divisions to provide guidance on workforce planning training and professional development while ensuring compliance with NATO Civilian Personnel Regulations (NATO CPRs) and other relevant policies.

The incumbent reports to the HR Officer and manages the full range of human resources activities including fullcycle recruitment employment contracts administration and HR operations. The role requires managing administrative and organizational tasks related to staff contracts and recruitment for both international civilian and temporary personnel. The HR Coordinator ensures compliance with NATO Civilian Personnel Regulations (CPRs) HR policies directives and other applicable regulations provides firstline HR expertise and handles various HR projects.

2. QUALIFICATIONS AND EXPERIENCE

ESSENTIAL
The incumbent must:
have a University degree in Human Resources Organizational Psychology Law Business Administration or any other related field;
possess at least 5 years of experience in administration;
have at least 3 years experience in HR and/or law with a strong focus on fullcycle recruitment contract administration and HR operations;
be familiar with HR policies and recruitment processes including the use of Applicant Tracking Systems (ATS);
proficiency in using HR tools MS Office Suite (Word Excel PowerPoint) and database management;
possess proven experience in managing employment contracts including renewals and terminations;
possess excellent organizational and timemanagement skills with the ability to manage multiple tasks under time pressure;
demonstrate strong customer service orientation with experience in handling sensitive personnel issues with discretion and tact;
possess level V (Advanced) of the English language.

DESIRABLE
The following would be considered an advantage:
experience of working in an International Organisation and/or environment;
knowledge of the NATO organizations internal structure and resultant relationships;
working knowledge of the policies and procedures outlined in NATO CPRs;
possess level II (Elementary) of the French language.

3. MAIN ACCOUNTABILITIES

Expertise Development
Assist in the management and coordination of recruitment processes for both permanent and temporary positions. This includes drafting and refining job descriptions posting vacancy notices and screening applications to ensure compliance with NATO CPRs.

Information Management
Collaborate with other HR units NATOwide to manage personnel information and generate reports for contract renewals and other HR metrics. Organize and schedule interviews communicate with candidates and administer any necessary assessments during the selection process. Conduct thorough reference checks and oversee onboarding procedures to ensure a seamless transition for new hires. Generate periodic HR reports related to recruitment contracts and employee turnover.

Knowledge Management
Manage candidate records and applications using the Applicant Tracking System (ATS) and ensure accurate documentation throughout the recruitment process. Prepare HR reports and maintain databases related to contracts recruitment and employee administration.

Organisational Efficiencies
Identify opportunities for process improvement in HR operations and recruitment workflows.

Planning and Execution
Act as the administrator and coordinator for employment contracts for international civilian staff and temporary personnel while assisting in preparing managing and renewing contracts while ensuring compliance with NATO CPRs HR policies and other relevant guidelines. Follow up on contract renewals probationary periods medical and security clearances and assist with separation formalities. Assist the onboarding process by preparing employment contracts organizing new hire inbriefings and ensuring completion of required documentation. Support the outprocessing. Maintain accurate employee records including personnel files timeoff tracking and attendance records.

Project Management
Participate in HR projects related to the development of HR digital systems process automation and policy changes. Provide administrative and organizational support for HR initiatives including talent acquisition process improvements and the management of special programs like internships and temporary personnel.

Stakeholder Management
Support the coordination of communication between national delegations other HR offices within NATO bodies and external service providers on matters related to employment conditions recruitment and personnel administration. Assist in managing employee inquiries and facilitate the flow of information ensuring smooth and effective collaboration across all stakeholders while providing essential support to the HR Officer.

Perform any other duty as required.

4. INTERRELATIONSHIPS

The incumbent reports to the Human Resources Officer. S/He interacts and cooperates with all BGX Divisions.
Direct reports: N/A
Indirect reports: N/A

5. COMPETENCIES
The incumbent must demonstrate:

Clarity and Accuracy: Checks own work. Doublechecks the accuracy of work received or given. Checks own work and ensures the quality of service provided.
Customer Service Orientation: Takes personal responsibility for correcting problems. Takes ownership of the correction of customerservice problems. Corrects problems promptly efficiently and without becoming defensive. Monitors client satisfaction.
Empathy: Listens actively. Probes in order to understand content and underlying meanings. Lets people speak without interrupting.
Flexibility: Acts with flexibility. Works effectively in a changing environment. Adapts to change by actively revising own behaviors methods and priorities. Applies procedures flexibly where context allows in order to get a job done or to meet agreed objectives.
Initiative: Is decisive in a timesensitive situation. Acts quickly and decisively in a crisis or other timesensitive situation. Is unafraid to propose and/or take action when the norm would be to wait study the situation and hope the problem will resolve itself.
Organizational Awareness: Understands the Organizations structure. Recognizes the different formal and informal structures of the Organization. Identifies key actors and decisioninfluencers and applies this knowledge when required.
Teamwork: Expresses positive attitudes and expectations of team or team members. Builds up the team and team members by expressing their expected contribution positively. Publicly credits others who have performed well. Focuses on resolving problems rather than blaming others.