Deadline Date: Wednesday 6 November 2024
Requirement: Staff Assistance Services for Personnel Administration Section
Location: Bydgoszcz, PL
The services may be required to be performed in other NATO military and or exercise sites.
Occasional business travel may be required. Travel expenses to be reimbursed to the individual directly (in addition to the hourly rate) under NATO rules.
Period of Performance: 2025 BASE - from 01/01/2025 to 31/12/2025 – maximum 2000 working hours with the possibility to exercise following option:
2026 Option - from 01/01/2026 to 31/12/2026 – maximum 2000 working hours
Required Security Clearance: NATO SECRET
1. Introduction
This Statement of Work (SOW) describes the Staff Assistance Services for Personnel Administration Section in 3NSB S1.
2. Scope of Services
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.
3. Background, Work Site Information and Environment, Travel
NCISG 3 NSB HQ is located in Bydgoszcz, Poland and co-located with Polish Military Unit in a typical Secure Facility. The services will be required during the NSB normal working hours. Normal office working conditions apply.
The services may be required to be performed in other NATO military and or exercise sites.
Occasional business travel may be required. Travel expenses to be reimbursed to the individual directly (in addition to the hourly rate) under NATO rules.
Requirements
- The candidate must have a currently active NATO SECRET security clearance
4. Language
- English: Listening, speaking, reading and writing shall be at a NATO level of English 2323 as per STANAG 6001 - Language Proficiency Levels, EDITION 5, 11 December 2014, NSO(JOINT)1530(2014)NTGI6001
The work both oral and written in the post and in the Headquarter as a whole is conducted mainly in English.
5. Knowledge & Qualifications
- 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.
6. Essential Qualifications
- 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).
7. Professional/Experience
- 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).
8. 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.
9. Quality Assurance
A formal monthly meeting between the individual providing the services and the supervisor/alternative will be scheduled in order to evaluate performance. Monthly Execution Report and Timesheet.
