1. SUMMARY

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 and Insurances); HR Policy and Strategy Coordination (IS and NATO-wide HR policy); the newly created Data Analytics section; and the Medical Service.

The Talent Acquisition Service is serving the IS in all outreach, sourcing, selection and onboarding matters for civilian permanent posts, interns, young professionals as well as temporary staff.

The incumbent is responsible for assisting new hires in their preparation to join the Organization and during their on boarding process in their first, liaising with hiring managers and setting expectations for the hires’ pre-boarding and their first months at NATO. S/he organizes and coordinates on boarding sessions and orientation programmes.

Additionally, s/he develops, maintains and enhances on boarding programmes and is responsible for organising, conducting and reporting on exit interviews. S/he digitizes the process where desired and possible.

2. QUALIFICATIONS AND EXPERIENCE

ESSENTIAL

The incumbent must:

• possess a university degree from an institute of a recognized standing, preferably in Human Resources Management, Occupational Psychology or related fields;
• at least 2 years of professional experience in Human Resources Management, particularly in the area of recruitment,
• have experience in designing, introducing, implementing,  managing and maintaining on boarding programmes in an international and multidisciplinary environment;
• have practical experience in developing support programmes in digital form;
• have practical experience in working with HR software;
• have excellent communication skills, tact and diplomacy;
• demonstrate experience of working with a diverse set of stakeholders;
• be able to manage  sensitive information with confidence;
• be able to empathize with the needs of new employees and guide them accordingly;
• have strong drive for teamwork, inclusion and diversity;
• have the capacity to learn and adapt to a fast-pace environment;
• possess very good organisation and multi-tasking skills;
• good drafting skills in at least one of the two NATO languages;
• the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; III (“Intermediate”) in the other.

DESIRABLE

The following would be considered an advantage:

• a graduate degree (Masters or PhD) in a related field;
• proven work experience in the design of onboarding programmes;
• certification in web design;
• a professional certification relevant for this position;
• experience working with external HR service providers setting-up collaboration and processes
• experience in change management processes
• experience in a national administration and/or international public sector organisation.

3. MAIN ACCOUNTABILITIES

Information Management

Prepare suitable “welcome” packages for new staff.  Act as the main point of contact for new hires and coordinate the HR response to their many questions.  Prepare briefings and exit interviews for departing staff. Gather data and create a handbook regarding the on boarding process. Stay abreast of news relevant to newcomers and share the information accordingly. Support and coordinate the administrative processes of the on boarding, related to signatures, mandatory trainings and policies.

Stakeholder Management

Handle requests from newly recruited staff for information on assistance related to issues such as integration, accommodation, children’s education and spouse employment. Act as the first point of contact upon new employees arrival in the organization and help them adjust smoothly to NATO’s  work environment. Direct staff to external experts as required.  Build relationships with external providers to ensure a good level of service to new hires. Welcome new employees upon their arrival and give them a tour around the NATO HQ premises.

Expertise Development

Remain abreast of the latest developments in Talent Acquisition, including HR trends, new business models and technology applicable to the field and assess the suitability of initiatives for NATO. Gather information from various international organisations to initiate studies and memoranda on subjects concerned with the on-boarding and induction of new staff, and pre-retirement issues. Draft a wide range of products relevant for the position and find ways to continuously develop the onboarding process. Be responsible to distil best practices related to the on boarding.

Knowledge Management

Research best practices and innovative ways to enhance the onboarding process. Work on identifying lessons when doing exit interviews and share them with the involved stakeholders. Maintain relevant files and data to facilitate the transfer of information on issues such as accommodation, children’s education and spouse employment issues. Analyse the current on boarding process and organize and streamline.

Project Management

Assist in, and continuously review and improve, the development and implementation of policies and practices related to the onboarding of staff in the workplace.  Design and implement a digital onboarding path for publication on NATO website. Prepare satisfaction surveys to gauge new hires’ level of satisfaction with the information and advice provided. Monitor new hire turnover and retention rates. Monitor the satisfaction of the new joiners with the information and service provided upon their arrival.

Perform any other related duty as assigned.

4. INTERRELATIONSHIPS

The incumbent reports to the Head, Talent Acquisition and collaborates with colleagues in the Service. S/he maintains contact with civilian staff members located in Brussels and with the Staff Association. S/he will have regular contact with line managers, sponsors for new hires and other Services within Human Resources to track new hires. In addition, S/he may be required to collaborate with external service providers.

Direct reports: N/a

Indirect reports: N/a.

5. 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.