Deadline Date: Friday 2 October 2026

Requirement: Staff Assistant (Personnel Administration)

Location: Bydgoszcz, PL

Full Time On-Site: Yes (The services may be required to be performed in other NATO military and/or exercise sites.)

Time On-Site: 100%

Period of Performance: Base Period - from 1st January 2027 until 31st of December 2027, min 1700 -max 2000 working hours

Option 1 - from 1st January 2028 until 31st December 2028, max 2000 working hours

Required Security Clearance: NATO SECRET

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 51 Section Head 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 NATOpersonneldocumentation,
• managing and update database containing personal data at APMS and S1 personal database,
• managing and issuing facility access cards (AMIS lDs),
• assisting in the management and coordination with 51 Section Head, of the civilian recruitment, performance and the evaluation processes,
• assisting 51 Section Head with military evaluation process,
• assisting 3NSB personnelwith VAT reimbursement processes and documentation.
• providing the support to JFTC Cl-lRM efforts to recruit 3NSB NlCs.

Background, Work Site lnformation and Environment: 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.

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.

Requirements

Skills, Knowledge & Experience:

• The candidate must have a currently active NATO SECRET security clearance
• 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.
• Minimum 5 years' experience in HR management in organization of minimum 300 personnel.
• Automated Personnel Management System (APMS) certification - personnel roles assignments application.
• Automated Personnel Management System (APMS) certification - personnel management application.
• Recent 5 years'experience and working knowledge within Automated Personnel Management Systems (APMS).
• Recent 5 years'experience and working knowledge within ACOiACT and Mission ldentification System (AMIS).
• Driver License B (personal vehicles).
• 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 personneldatabase 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).
• 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.
• Recent 5 years'experience with working in the military HQ/ lnternational Organization.
• Good Communication skills, both verbal and written in English.
• Basic knowledge of Host Nation Poland - Ustawa o Podatku od Towarow i Uslug A/AT Code and Regulations (for VAT and Excise Duty reimbursement purposes).
• Basic knowledge of Host Nation - Poland Labour Law (Kodeks Pracy) and regulations.
• Language: English. Listening, speaking, reading and writing shall be at a NATO level of English 2323 as per STANAG 6001. The work both oral and written in the post and in the Headquarter as a whole is conducted mainly in English.