SHAPE is looking for employing a qualified and suitable candidate to fill this post as a temporary staff for a period of 6 months. If you meet the requirements described in the job description below and wish to work in a fast paced international environment, this post is for you.
In view of the nature and of the urgency of this temporary position, it is important for candidates to be available for temporary employment. In practice, this implies being in possession of valid NATO security clearance at the time of application, or having been in possession of such a clearance with the possibility to reactivate it swiftly. We therefore only encourage applications for this post if you are already, or have previously been, in possession of a valid NATO security clearance.
A. POST CONTEXT
Supreme Headquarters Allied Powers Europe (SHAPE) provides an integrated Strategic Effects framework, employing a multi-domain and multi-region focus to create a 360-degree approach, with the flexibility to enable, upon direction, a seamless transition from Baseline Activities and Current Operations (BACO) up to the Maximum Level of Effort (MLE). SHAPE supports SACEUR in fulfilling his terms of reference, as directed by the North Atlantic Council.
The Support Directorate is responsible for directing, monitoring and co-ordinating the implementation of Integrated Resource Management (IRM) activities and staff functions at all levels of command across Allied Command Operations (ACO), consistent with IRM policies, planning and prioritisation it serves as the focal point for the development and execution of ACO’s IRM at the military-strategic level to include the associated ACO wide processes of Planning, Performance Management, and Risk Management across the three resource pillars (Workforce, Military Budget and NATO Security Investment Program), in close coordination with SHAPE J8; it develops, manages and supports all Operational Requirements and statements, providing ACO’s perspective in the Capability Development Process.
The J1 Division is responsible for ensuring capable workforce and personnel directives and management across Allied Command Operations (ACO).
The SHAPE Civilian Personnel Branch is responsible for performing Human Resources (HR) management with respect to all internationally funded civilian personnel for whom it is administratively responsible.
The Civilian Human Resources Administration Budget and Pay Section is responsible for the proper conduct of the life-cycle management activities for all the NATO Civilians (NICs), Local Wage Rate (LWR), NATO Civilian Personnel Consultants (NCPC) and Temporary Contracted Personnel (TCP).
B. PRINCIPAL DUTIES
- Organise, classify, and archive personnel files: Maintain employee records throughout the employment lifecycle. Ensure files are complete, accurate, and up to date. Retrieve archived records when requested by the Section.
- Digital Records Management: - Lead and manage the complete digitization of HR personnel records by scanning and converting paper files into electronic format. Ensure all digitized documents are accurate, complete, clearly legible, properly indexed, and securely maintained in compliance with organizational policies and data protection requirements.
- Respond to requests for archived information.
- Compliance and Security: Ensure digital records comply with document retention policies. Maintain confidentiality when handling electronic personnel records. Control access permissions to sensitive HR documents.
- Assist with HR audits by preparing and providing the required documentation when needed.
- Respond to internal requests for HR documentation while ensuring compliance with data protection regulations and in accordance with organizational procedures.
- Maintain archive databases and update records regularly.
- Perform general administrative tasks to support the HR department as required.
C. ESSENTIAL QUALIFICATIONS
1. Professional/Experience
a) Experience in organizing, classifying, maintaining, and monitoring archive records.
b) Demonstrated organizational and records management skills.
c) Experience handling confidential and sensitive information with a high level of discretion.
d) Organizational and Management skills
e) Minimum of 1 year of experience in HR office administration and HR management procedures.
f) Minimum of 4 years of professional experience as an Archivist or Records Management Assistant.
g) Minimum of 1 year of experience working with the administrative procedures of an international organization.
h) Experience in the digitization of archive records, including scanning, indexing, and managing electronic document management systems.
2. Education/Training
Secondary education and basic training in a related field with 4 years experience. Bachelor degree in Hirstory, Archival Science, Library or related fields.
3. Language
English (Listening, Speaking, Reading and Writing) 3322
D. DESIRABLE QUALIFICATIONS
1. Professional/Experience
a) Experience in personnel administration in a military headquarters or in an international organisation.
b) Familiar with NCPR, Host Nation labour and social laws as they relate to recruitment and selection.
c) Knowledge of NATO Tools.
E. PERSONAL ATTRIBUTES
The incumbent of the post should be self-motivated, reliable, courteous, helpful, tactful, and possess a strong sense of teamwork. Must be able to work constantly under high pressure without losing concentration and motivation. Must be customer oriented and diplomatic when dealing with candidates, staff members from SHAPE and other NATO Bodies. The work requires thought and judgement in responding to changes in priorities, deadlines and workloads to carry out the assigned duties mentioned above in a timely manner. If required, must be able to adjust working hours to execute urgent or important recruitment tasks. Expected to handle, often on his/her own, a variety of situations and to display sound common sense to decide on when to consult with, or obtain additional guidance from his/her supervisor. Must be capable of using initiative and working with minimum supervision and able to make sound decision. Conscientiousness, thoroughness, attention to detail and accuracy are mandatory. Must be able to respect confidentiality. Good inter-personal and communications skills are required.
F. CONTRIBUTION TO THE OBJECTIVES
The work consists of a day-to-day support of Civilian HR Administration, Budget and Pay Section in a timely and accurate manner. The incumbent archives documents (including digital archiving) and ensures their long-term preservation, enabling the organisation to maintain an accurate, accessible, and secure institutional record that supports accountability, compliance, and informed decision-making.
WHAT WE OFFER
· 6 months contract - 38 hours per week schedule;
· 2.5 paid days of leave per month worked;
· Fulfilling working atmosphere in an international and military community;
· The remuneration of temporary personnel will be specified in their contracts. It is exempt from taxation in the Host Nation.
· Benefits package: temporary personnel are covered by a benefits package which consists of an additional sum of 12% of basic salary for pension purposes + basic medical and accident insurance provided under the NATO Group insurance contract (death and invalidity). The total premium for the medical and accident coverage in 2026 will be at 2.57% of the temporary staff member’s salary (2.32% for the medical benefits and 0.25% for accident), payable 1/3 by the temporary personnel and 2/3 by the Organisation”.
· For staff eligible under NATO rules, there is also a dependent child allowance and coverage for dependent children for medical benefits;
ADDITIONAL INFORMATION
Applications are to be submitted using NATO Talent Acquisition Platform (NTAP) (https://nato.taleo.net/careersection/2/jobsearch.ftl?lang-en) Applications submitted by other means (e.g. mail, e-mail, fax, etc) are not accepted.
Application Process :
NTAP allows adding attachments. A copy of the qualification/certificate covering the highest level of education required by the job description must be provided as an attachment.
Essential information must be included in the application form. Particular attention should be given to Education and Experience section of the application form. The application should be in English.
Shortlisted candidates will be requested to provide original documentary evidence and a set of copies supporting statements in their applications.
After submitting your application, you will receive an acknowledgement of receipt of your application.
Remarks:
A) Only nationals from the 32 NATO member states can apply for vacancies at SHAPE.
B) Applications are automatically acknowledged within one working day after submission. In the absence of an acknowledgement please make sure the submission process is completed, or, re-submit the application.
C) Candidates’ individual telephone, e-mail or telefax enquiries cannot be dealt with. All candidates will receive an answer indicating the outcome of their application.
