Staff Assistant (Pass and Identification Manager)

Job/Post Number: OJS ZSDD 0021

Post Title: Staff Assistant (Pass and Identification Manager)

NATO Grade: G12 (B-5)

NATO Security Clearance: NATO S E C R E T

Monthly salary: EURO 4723.81

DISCLAIMER: NEWLY APPROVED PE POST PENDING FUNDS APPROVAL. A CONTRACT OF EMPLOYMENT WILL BE OFFERED UPON BUDGET COMMITTEES APPROVAL.

1. Post Context/Post Summary

Headquarters Allied Joint Force Command Naples provides a resilient static Joint headquarters to plan prepare and conduct operations across all domains from Baseline Activities and Current Operations (BACO) including deterrence through Crisis up to the Maximum Level of Effort (MLE) in order to support NATOs three core tasks at the Joint Operational level as directed by SACEUR. Supported by the Single Service Commands Allied Joint Force Command Naples integrates allocated forces including NATO Force Structure entities and synchronises activity to achieve operational objectives. It maintains comprehensive regional focused situational awareness leads contingency planning and directs exercises. It also provides out-of-theatre support to enduring NATO operations and could contribute specific Joint competencies to other NATO Command Structure or NATO Force Structure entities. It is capable of commanding a Joint Task Force operating within or beyond SACEURs Area of Responsibility with theatre enablement provided by a dedicated Joint Logistic Support Group Headquarters. It has the capability to deploy tailored elements to enable reconnaissance liaison and coordination and support the Joint Commander. Synchronizes and integrates Joint and Combined armed forces within the Joint Operational Area (JOA) in support of a Joint Task Force.

The Management Directorate (MGT) directs the HQ staffing workflow and protocol activities internal security identifies efficiency measures to organisational and procedural issues being responsible for internal control ensures information management and data protection and provides essential support services and facilities management.

The Base Support Group (BSG) is accountable for the execution of the Host Nation (HN) Support Agreement (HNSA) Garrison Support Agreement (GSA) and HN Liaison in line with Base Support Concept.

The Family Support Morale and Welfare Branch (FSMW) provides services and performs management oversight of welfare support activities according to HNSA taking action directly as required. It liaises with HN authorities on matters related to tax exemptions and NATO privileges. It manages the Moral Welfare Activities workforce NATO Clubs and Contracted Concessionaires.

The Family Support Section privileges and immunities to all NATO eligible staff members and respective families of the JF HQ and supported elements.

The incumbent manages Vehicle Registration Pass & Permits procedures and liaises with the Host Nation authorities for all associated registration requirements.

2. Principal Duties

The incumbents duties are:

Serves as deputy when delegated to Section Head (SH) in accordance with NATO agreements Host Nation (HN) regulations and SH directives and guidance (D&G) managing supervising co-ordinating and controlling internal staff for the efficient command and control of the In & Out Processing procedures for the HQs and other facilities on the installation and related subordinated entities in accordance with NATO agreements and HN regulation.

Manages the access/workforce control database.

Acts as the POC with HN agencies in respect of registration/deregistration of foreign nationals and vehicles

Contacts subordinated entities on a regular basis to ensure compliance with HN registration rules and supports related investigations.

Acts as POC for the fuel rebate scheme and supports related investigations.

Manages supervises and controls the Tax free facilities for the HQs and other facilities on the installation and related (NATO) subordinated entities.

Supervises the daily teams activities IAW SH D&G.

Coordinates manages and controls the compliance of the procedures related to NATO Benefits for the JFC NP staff and subordinated entities
Maintains a calendar for tracking training absences and national obligations of team members IAW SH D&G.
Approves leave requests and manages In-out Processing Centre timetable.
Acts as the point of contact between IT stakeholders (SHAPE and the HRDS team) for maintenance monitoring and replacement the specific equipment and network connectivity referred to NATO Control database.
Serves as the primary POC with internal and external IT stakeholders to fix network issues.
Supervises and manages the supply of In-out processing Centre consumables.
Oversees the management of JFC NP staff car passes (including Caravan and Camping car).
Manages potential temporary reinforcement requests for JFC NP exercises and training in terms of In-out processing.

3. Special Requirements and Additional Duties

The employee may be required to perform a similar range of duties elsewhere within the organisation at the same grade without there being any change to the contract The incumbent may be required to undertake TDY assignments both within and outside NATOs boundaries and be willing to work unsocial hours.

The work is normally performed in a Normal NATO office working environment.

Normal Working Conditions apply. The risk of injury is categorized as No Risk.

4. ESSENTIAL QUALIFICATIONS

a. Education and Training

Higher Secondary education and completed higher vocational training in security administration criminology public administration industrial security administration law or related discipline leading to a formal technical or professional certification with 3 years function related experience or Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 5 years post related experience.

b. Experience and Qualifications

Experience managing the provision of In&Out processing procedures for an HQ or large Company/Organization.

Knowledgeable of Host Nation regulations governing benefits in accordance with SH and Organizational requirements.

Experience in personnel management supervising and tracking training absences and national obligations of team members in accordance with BH direction and guidance.

Experience dealing with military and/or civilian HN Authorities/stakeholders on job-related matters.

c. Language

English - SLP 3322 - (Listening Speaking Reading and Writing)

NOTE: The work both oral and written in this post and in this Headquarters as a whole is conducted mainly in English.

The HQs Host Nation language (basic Italian) is required.

5. DESIRABLE ASSETS

a. Professional Experience

Previous experience in Force Protection and Law enforcement

Experience with the management of vehicle passes in compliance with HN registration rules and related investigations/inspections required.

Security Administration and Military Policing

Knowledge of NATO Security Policy

Capable of expressing both orally and written to Senior Officers and Non-Commissioned Officers

Extensive knowledge of administrative procedures for the In &Out processing Administration

Extensive knowledge of HN Customs regulations

Working background and knowledge of office management techniques and procedures

Experience in security duties

Knowledge of NATO/ACO MP and Security Regulations/Directives

B. Language

Host Nation Language (Italian) SLE Level 3322

6. Attributes/Competencies

Personal Attributes: The incumbent must show initiative and judgement in dealing with a variety of tasks and issues. Must be a quick thinker and able to handle last-minute requests. Uses own initiative to propose solutions for unexpected problems and determine which issues to refer to supervisor. Sound judgement and initiative are required in setting priorities within own area of autonomy and in recommending and implementing policy and procedural improvements.

Professional Contacts: Regularly contacts with host-nation military organizations and services Local National Representatives and with the various activities/commands supported by JFC HQ. In a support function will be requested to interact with host-nation authorities in theatre on personnel administration issues. Interacts with deploying staff and with sending HQs as well as with providers of pre-deployment training.

Contribution To Objectives: Work involves the provision of information or analysis of part of a task assisting others to take action within the organisation. Direct contribution to the Organizations objectives by ensuring compliance with NATO regulations meeting organization staffing needs and ensuring effective functioning of the human resource management programs

• Supervisory Responsibilities: The incumbent will supervise all Cell personnel. Will provide guidance coordination assigning and reviewing work maintain work schedule performance assessment. Will evaluate work procedures and propose changes as necessary.

There are no reporting responsibilities. This post reports to: OJS ZSDD 0010 - Section Head (Family Support) - A3/G17

This post does not deputises anybody. This post is not deputised by anybody.

7. CONTRACT:

The successful candidate will receive a three-year definite duration contract which may be followed by an indefinite duration contract. NATO-serving staff members will be offered a contract in accordance with the NATO Civilian Personnel Regulations (NCPRs).

The basic entry-level monthly salary for a NATO Grade G12 in Italy is Euro 4723.81 which may be augmented by allowances based on the selected staff members eligibility and which is subject to the withholding of approximately 20% for pension and medical insurance contributions.

8. HOW TO APPLY:

1. HQ JFC Naples uses NATO Talent Acquisition Platform (NTAP) TALEO.

In order to apply for this vacancy please visit the platform at: and search for vacancies within the Headquarters of interest.

2. Essential information must be included in the application form. Each question should be answered thoroughly. Expressions such as please see attached CV or invitations to follow links to personal webpages are not acceptable and will be disregarded. Application forms must be filled out in English. Relevant education and certificates must be attached to the application form.

3. Applications are automatically acknowledged within one working day after submission. In the absence of an acknowledgment please make sure the submission process is completed or re-submit the application.

4. Shortlisted candidates invited to the interview phase will be requested to provide where applicable copies of University diplomas listing the exams sustained transcripts (that is list of courses with grades and dates) for all pertinent university and vocational training courses.

5. Candidates individual telephone or email enquiries about the submission of their applications cannot be dealt with. All candidates will receive a message indicating the outcome of their application.

Note that once you create your profile you will be able to use it on NTAP to apply for other vacancies within NATO.

Employment pre-requisites:

Candidates are invited to submit their applications only if:

They are nationals of a NATO member country

They are over 21 and under 60 years of age at the time of taking up their appointments. Appointments of definite duration may be offered to candidates of 60 years of age or more provided that the expiry date of the contract is not later than the date at which the candidate attains the age of 65.

Additional information:

A NATO security clearance and approval of the candidates medical file by the NATO Medical Advisor are essential conditions for appointment to this post. Applicants are not required to possess a clearance at the time of applying but they must be eligible for a clearance. HQ JFC Naples will take action to obtain the required security clearance from the successful candidates national authorities. The selected candidate will be affiliated to the NATO Defined Contribution Pension Scheme (DCPS). For info please visit Experience:

Manager