VACANCY NOTIFICATION
Post Title: Principal Assistant, Personnel, Administration and Logistics
Science and Technology Organization (STO)
Collaboration Support Office (CSO)
Grade: NATO Grade G 12
Duty location: Paris (Neuilly-sur-Seine), France
Duty start: 1st Feb 2027
Closing date: 06 December 2026
Post ref.: CSO-CHF-0020
Vacancy ref: 261637
The in-person interview by the selection committee and written technical test at the CSO Paris (FR) are tentatively scheduled week 11 January 2026. The exacts dates will be reconfirmed at a later stage of the recruitment process. The competition will also comprise an online French and English language tests done few days before the interview.
Would you like to play a central role in delivering reliable, people-focused HR services in a dynamic international scientific environment? The NATO Science and Technology Organization (STO) Collaboration Support Office (CSO) is seeking a proactive and experienced Principal Assistant to join its Personnel, Administration and Logistics (PAL) Branch.
This is a hands-on senior operational role. You will take direct responsibility for managing a broad portfolio of personnel administration, advising staff and management, preparing the monthly civilian payroll for the civilian staff, supervising an assistant, and helping improve the way HR services are delivered. You will contribute to the continuity and development of the Branch as the organisation evolves.
1. POST CONTEXT AND RESPONSIBILITIES
The NATO Science & Technology Organization (STO) is a NATO subsidiary body to the North Atlantic Council (NAC), and is governed by the NATO Science and Technology Board (STB). The STB reports to the NAC through the Military Committee (MC) and the Conference of National Armaments Directors (CNAD).
The mission of the STO is to help position the Nations and NATO Bodies’ S&T investments as a strategic enabler of the knowledge and technical advantage supporting the defence and security posture of Allies and partner Nations. As described in the STO Charter, the STO Collaboration Support Office (CSO) is one of the three Executive Bodies of the STO.
Within the framework of the STO Collaborative business model, the CSO provides executive and administrative support to the S&T activities conducted through the eight STO Scientific and Technical Committees (STCs). The CSO facilitates the world’s largest and most vibrant scientific network for defence and security. More than 5 000 scientists and engineers from NATO and Partner Nations are engaged in approximately 460 carefully selected S&T Activities in the Collaborative Programme of Work (CPoW). Together, they work to solve real-world problems that Nations face today, and to better prepare their Armed Forces to meet future challenges. In its areas of expertise, the CSO provides assistance and support to the NATO Science and Technology Board (STB), its Chair, the Chief Scientist, and his/her office.
The Personnel, Administration and Logistics (PAL) Branch includes the sections of Personnel and Administration, Facilities Management (FM), and Security.
The CSO is currently and for the coming years facing a very exciting yet challenging period with the implementation of a new ambition decided by NATO Nations and reflected in a 2030 vision and strategy.
Key challenges facing the successful candidate will likely include to support the PAL Branch as strategic partner in contributing to the implementation of the NATO STO Collaborative Programme of Work Strategy 2024-2030.
This implies in particular for the PAL Branch:
o Adapting the workforce through additional recruitments and alignment of the existing Job Descriptions to the findings of the ongoing CSO organisational study;
o Leading an ambitious infrastructure project including mid-term (temporary construction) and long-term projects (modernisation and enlargement).
And for the future Principal Assistant, Personnel, Administration and Logistics (PAL):
o In a continuously evolving environment, supporting the PAL Branch in further developing a human centric workforce policy.
o Mastering the NATO Civilian Personnel Regulations (NCPR) and the payroll administration.
o Enhancing the positive integration of newly recruited staff, and maintaining staff spirit and cohesion within the CSO.
o Becoming a recognized hands-on senior HR practitioner and key player.
The Principal Assistant (PAL) must combine broad operational HR competence and hands-on payroll capability. The incumbent is expected to autonomously handle wide HR administration and support the employee lifecycle while concretely preparing the full cycle of the monthly payroll.
RESPONSIBILITIES
Functions include:
• Acting as a focal point of contact externally and internally for HR-related queries.
• Broad personnel administration: personnel records, contracts, compensations and benefits, staff arrivals/departures, benefits and allowances, leave and time-management data and key employee-lifecycle deadlines.
• Interpret and apply relevant NATO Civilian Personnel Regulations, provide dependable advice for day-to-day cases; answer staff queries, ensure accurate, timely and confidential case handling, prepare correspondence, implement instructions and administrative procedures, flag risks and escalate complex issues appropriately.
• Contribute to recruitment administration, onboarding, performance-evaluation and training processes, staff reporting and HR data quality.
• End-to-end hands-on monthly payroll oversight for civilian staff in the Personnel Management Information System (PMIS).
• Contribute to personnel and PAL budget information and the annual financial audit.
• Supervise and guide the Assistant PAL (time management, tax-free scheme, protocol, privileges and immunities), organise priorities and ensure service continuity.
• Support the Branch Head and the Staff Officer Human Resources (HR) with practical advice, and deputise for both when required.
• Coordinate with internal stakeholders and external authorities when required.
• Improve/simplify processes, procedures and digital tools and support the wider Branch (Facility Management and Security sections).
2. AUTHORITY
The Principal Assistant reports to Branch Head PAL and Staff Officer HR
3. QUALIFICATIONS
ESSENTIAL
The incumbent must demonstrate:
Professional /Experience
• Five years professional experience in a senior assistant position, in fields relevant to the post, including two years processing Payroll and Allowances.
Education/Training
Possessing a Higher National Diploma, or technical degree in Business Administration or HR.
Language
Good knowledge of both official NATO languages (SLP 3322). The work at the CSO is mainly conducted in English; a number of documents being processed are written in French.
DESIRABLE
The following would be considered an advantage:
Professional /Experience
• Expert knowledge of the NATO Personnel Management Information System (PMIS), or equivalent system in another International Organization.
• Sound knowledge of NATO CPRs.
• Two-year professional experience in an international environment.
Education/Training
• Specific education and training in HR or personnel administration.
• Certified Project Manager.
Language
• Very good knowledge of both NATO official languages.
• Knowledge of other European language(s).
4. COMPETENCIES
Personal Attributes
• Customer-service oriented
• Empathetic
• Reliable, trustworthy, discreet, with high sense of responsibility.
• Willing to take initiative and able to work under little supervision.
• Capable of working in a demanding international environment.
• Flexible in response to changing requirements.
• Willing to accept occasional prolonged duty.
Managerial Responsibilities
• The incumbent supervises the Assistant PAL, and deputizes for the Branch Head PAL and Staff Officer HR in case of absence. The incumbent is also expected to support the Section Head Security and the Section Head Logistics as necessary (both are NCO positions), at their starting of duty.
Professional Contacts
• Multiple daily contacts with Staff Members of all grades and categories (NIC, IMPs, VNCs, Contractors).
• The incumbent is the primary Point-of-Contact with NATO HQ and other NATO bodies on PMIS issues.
• Provides advice to Staff members of all grades on issues relevant to the fields of activities.
• Frequently interacts with counterparts in other NATO bodies, and other officials in French administration offices.
Contribution to the Objectives
• The timely and accurate preparation and issue of pay slips is an important responsibility.
• This post brings in an important value in the integration of newly recruited Staff Members.
• At the CSO, you will have visible responsibility for essential staff services, the opportunity to improve operational HR processes, and a meaningful role in maintaining continuity as the PAL Branch develops.
5. SECURITY CLEARANCE LEVEL
The applicant must be eligible for a NATO Secret security clearance.
6. WORKING ENVIRONMENT
The CSO operates in an international, dynamic, multi-cultural environment. Normal office work environment involving occasional long working hours and business travel abroad, including on weekends. The CSO is a non-smoking workplace.
7. EMPLOYMENT TERMS AND CONDITIONS
The position is at grade G 12. The starting basic monthly salary is Euro 6,072.35 (salary value as per 2026, subject to future adjustments in accordance with NAC decisions), exempt from income tax. Specific allowances may apply, depending on personal circumstances of the incumbent.
NATO International Civilian employees benefit 30 days of annual leave, life and medical insurance, and a retirement pension plan; expatriated Staff also benefits an expatriation allowance, educational allowance for dependent children and biennial home leave.
In accordance with the NATO Civilian Personnel Regulations, the successful candidate will be offered a definite duration contract of three years, which may, on conditions, be followed by an open-end contract.
Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations in force at the date of the contract.
The appointment is subject to the receipt by the CSO of a security clearance (provided by the national Authorities of the incumbent) and to the delivery of a certificate of medical fitness by the CSO Medical Advisor.
8. APPLICATION PROCEDURE
Only nationals of the 32 NATO member countries can apply for this position.
Applications must be submitted here: https://nato.taleo.net/careersection/2/jobsearch.ftl?lang=en.
A Selection Committee will evaluate the applications. Applicants who pass an initial screening by the Selection Committee will have an online written and oral test in the 2 NATO official language (FR/EN), one written technical test and interview with the Selection Committee, both to be done in-person at the CSO in Paris (FR).
Applications must include a resume, application letter and educational certificates.
NATO will not accept any phase of the recruitment and selection prepared, in whole or in part, by means of reference documents without proper quotes (plagiarism), or any tools available on internet, including but not limited to translation facilities, or generative artificial-intelligence (AI) tools. NATO reserves the right to screen applications to identify the use of such tools.
All applications prepared, in whole or in part, by means of such tools will be rejected without further consideration, and NATO reserves the right to take further steps in such cases as appropriate
NATO as employer values diverse backgrounds and perspectives and is committed to recruiting and retaining a diverse and talented workforce. NATO welcomes applications of nationals from all NATO Nations and strongly encourages women to apply. According to the NATO Civilian Personnel Regulations, Staff members are appointed on the condition that they are over 21 and under 60 years of age at the time of taking up their appointment. However, appointment may be offered to candidates of 60 years of age or more provided that the expiry date of the contract is not later than the date at which the candidate attains the age of 65.