HR Assistant (Temp/Intern/Young Graduates)


Sapienza Consulting is recruiting a HR Assistant to work at NATO NCIA in The Hague.

Responsibilities of the HR Assistant (Temp/Intern/Young Graduates)

  • Liaise with Supervisors and Temporary Staff/Interns/Young Graduates on matters related to pay/leave/ timesheets in accordance with the NATO Civilian Regulations and any existing local Directive(s)
  • Assist to Maintain/Update/create spreadsheets for payments to Temporary Staff/Interns/Consultants, including updating of rates for Insurance and Pension Contributions (Temporary Staff)
  • Assist in maintaining leave records/entitlements of the Temporary Staff/Interns/Young Graduates
  • Review monthly timesheets, calculate salaries/fees/stipends of Temporary Staff, Consultants and Interns and prepare the relevant payment vouchers and forward to Finance for further processing
  • Create Purchase Requisitions where required (e.g. Interns)
  • Receive the payments against the relevant Purchase Orders in the appropriate Financial System (EBA or CNAFS)
  • Calculate and record NATO Group Insurance Contributions of Temporary Staff for onward submission to the NATO Group Insurance administrators
  • Liaise with NATO Group Insurance Administrator regarding changes in complement of insured temporary staff
  • Prepare/Maintain annual overview of Temporary Staff details for subsequent onward submission to NATO HQ
  • Create/Maintain Personnel Files for all Temporary Staff / Interns
  • Liaise with Finance regarding payments and set up in appropriate Financial System
  • Create/Distribute monthly and annual salary/stipend statements
  • Preparation of statements, where required, for temporary staff/interns/ consultants/graduates
  • Raise contracts/contract extensions for Interns/Temps/Young Graduates
  • Assist in the registration with the Ministry of Foreign Affairs (The Hague only) and administration of privileges (The Hague only), if any
  • Assist in the preparation of letters of invitation for visa applications, if and when required
  • Assist in the in/out processing (HR-StSSB part) of Temps/Interns/Young Graduates where applicable
  • Perform any other duties as may be required

Profile of the HR Assistant (Temp/Intern/Young Graduates)

  • Vocational training at a middle level in a related subject, supplemented by relevant training and qualifications; or, a High School Diploma or equivalent in a related subject complemented by relevant training and qualifications
  • 3 years of experience in administrative work, preferably in Human Resources or in a related relevant environment
  • It is also essential that the candidate can demonstrate sound experience with Microsoft Office applications (particularly in Excel)
  • Excellent interpersonal, communication and organisational skills
  • A proven ability to present information in a clear and logical manner both in writing and by other means with extreme accuracy and attention to detail
  • experience working in an environment with a high-volume work load and a flexible, service-minded attitude and ability to take initiative
  • It is also imperative that the candidate has an excellent interpersonal and communication skills coupled with excellent organizational skills
  • A thorough knowledge of English, both written and spoken, is essential as most of the work of the NCI Agency is conducted in the English language
  • In addition, it is considered highly desirable if the candidate can display:
    • Knowledge of the NATO Civilian Personnel Regulations
    • Knowledge of NATO Responsibilities and Organization
    • Knowledge of EBA or similar system
    • Prior experience of working in an international environment comprising military and civilian elements
  • Prior experience of working in an international environment comprising military and civilian elements
  • Fluent in English; knowledge of another NATO member-state language is an asset
  • Candidates must be eligible to work in the EU.

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