NATO - North Atlantic Treaty Organization

The North Atlantic Treaty Organization (NATO) brings together Europe and North America in a unique defence and security alliance. Today the Alliance, as it is called, is engaged in a broad range of activities designed to further international cooperation and to confront the new security challenges of the 21st century. As an international NATO civilian you could expect to be involved in a variety of functions - supporting the Secretary General in the day-to-day activities of the Alliance, together with experts and officials drawn from the NATO member nations.

The NATO International Staff (IS) offers challenging and rewarding employment opportunities in various fields, ranging from policy development, facilitation of dialogue and policy programme implementation to the provision of services and support for the smooth, effective operation of the Organization and to managing and allocating resources.

Joining the International Staff means working with colleagues of 28 different nationalities, as well as with national delegations, representatives of NATO countries and partners, and members of the International Military Staff. It is a highly stimulating multicultural environment.

Through its Human Resources policies, it is NATO's firm aim to maintain a work environment that is free from discrimination or harassment, providing equality of opportunity regardless of sex, race or ethnic origin, religion, nationality, disability, age or sexual orientation. Without setting quotas, NATO tries to ensure that its workforce reflects the diverse cultures and backgrounds of the nations it serves while maintaining an appropriate gender balance. The objective is an organization that flourishes in the natural diversity of its international employees.

The International Staff is located in the beautiful city of Brussels, Belgium, considered by many to be the capital and the heart of Europe, and very close to other countries and capitals.

The normal working hours of the International Staff are from 08:30 to 12:30 and from 14:00 to 18:00 (or to 16:00 on Fridays). However, it is possible to adapt working hours to a fixed weekly or two-week personal schedule, provided that the total number of hours worked is 38 per week overall. Such a variant schedule is, of course, subject to approval by the supervisor, and may not conflict with service requirements.

Part-time working is also possible. Depending on the requirements of the post and of the service, a staff member may be authorized to work a fixed percentage of the normal hours. The salary paid will of course be reduced in proportion.

Following the approval by the Secretary General of the revised language policy, an implementing directive (PDF/54Kb) was developed for the International Staff with effect from 16 June 2011.

Candidates applying for posts of the NATO International Staff are invited to consult the equivalence table (PDF/16Kb) between the NATO IS language levels and international standards of language certification.

Annual leave is 30 days, i.e. 2.5 working days per month. After the probationary period, it is cumulative and may be taken in advance with the approval of the staff member’s supervisor.

Home leave is granted to staff members eligible for the expatriation allowance and who are not nationals of the host country. It amounts to 8 working days every 2 years of service, plus travel time based on the most rapid means of public transport. The home leave travel expenses of the whole family (staff member, spouse and dependent children) are reimbursed on condition that they all take this leave at the same time.

Staff members pay a premium for combined medical, invalidity and life insurance.

This covers:

• partial reimbursement of medical costs for staff members, their spouses and dependent children;
• full reimbursement of medical costs for staff members in case of an accident on duty or occupational illness;
• an invalidity pension if the staff member is declared an invalid;
• a lump sum in the case of death of the staff member.

If you have not previously worked for NATO or one of the Co-ordinated Organisations¹, you will be a member of the Defined Contribution Pension Scheme (DPCS).  The DCPS is a fully capitalized, money-purchase pension scheme.

NATO will open an account for you in the Scheme. This account will be credited each month with cash contributions by you (8% of basic salary) and by NATO (12%).  You have the possibility to make Additional Voluntary Contributions of max 5%. The contributions paid into your account will be invested in order to build up a sum which will enable NATO to buy a pension for you on retirement.

You may request a pension at any time from age 50.  However, NATO will pay you  your pension at age 65 if you have not asked for it earlier.

If you leave NATO having contributed to the Scheme for less than 6 years, NATO will pay you your holdings as a tax-free cash lump sum when you leave.

If you leave NATO having contributed to the Scheme for 6 years or more, you may leave the money in the Scheme and NATO will purchase a pension for you when its time comes or you may transfer your holdings to another pension scheme (subject to conditions).

Members of the DCPS are also covered for risks of death and invalidity in service.

For further information please consult the attached document.

1. The Council of Europe, the European Centre for Medium-Range Weather Forecasts, the European Space Agency, NATO, the Organisation for Economic Co-operation and Development.

The performance management system applies to all NATO civilians at the Headquarters. It follows a yearly cycle with three main phases:

1. Setting Objectives
2. Mid-term Review
3. Annual Review.

A mechanism for mediation and conflict resolution and a procedure for upward feedback are also part of the system.

Induction training on performance management is given to all new recruits, who receive the "Quick User Guide for Performance Management" during their first days at NATO.

Performance management is concerned with progression in order to achieve Organization, team and individual effectiveness. It is a continuous and evolutionary process in which performance improves over time. It focuses on future performance planning and improvement rather than on retrospective performance appraisal.

The performance management system aligns individual objectives with broader Organization objectives; it provides for regular and frequent dialogue between managers and individuals about performance and development needs. It also fosters the enhancement of individual competencies through a training and development plan.

The first six months of definite duration contracts are a probationary period.  During this period the staff member's work is assessed to ensure that he/she has the ability to carry out the duties of the post. At or before the end of the probationary period, the staff member will be notified in writing that the appointment is confirmed or terminated or, in exceptional cases, that the probationary period is extended.

Staff whose permanent residence at the time of their appointment is 100 kilometers or more from NATO Headquarters have their travel and removal expenses paid for them when taking up their duties and on departure from NATO. The travel expenses for the spouse and dependent children and removal expenses on joining NATO can only be reimbursed after satisfactory completion of the probationary period. However, an advance payment of part of the removal expenses may be authorized. Those who leave within their first year are not entitled to the reimbursement of travel and removal expenses on departure.

Further information on removals is to be found in Annex I of this brochure

Basic salaries and allowances are not subject to income tax, by virtue of the Ottawa Agreement.

Staff members are recruited at pay step one of their category and grade. Subject to satisfactory performance, higher steps are awarded in subsequent years. Annual adjustments are normally applied to all scales to compensate for changes in salary purchasing power and the cost of living.

(i) Basic salary is the salary for the category and grade. The salary scales applicable in Belgium can be found in Annex II; note that basic salaries are subject to various additions or deductions according to the situation of the staff member. The main allowances and deductions are described below.

(ii) Salary in non-NATO countries in Eastern Europe and the Balkans
Under a Council-approved policy there are special arrangements for the remuneration and benefits of international civilian staff occupying posts in non-NATO countries.

The salary for such staff is based on the Belgian scales, adjusted by the UN purchasing power parities to reflect prices at the duty station.  These indices may go up or down but the basic salary may not be less than that applicable in Belgium.

When reasonable accommodation is provided by NATO or the duty station, the basic salary is reduced by 20%.

Expatriation allowance is paid at a rate of 32% (if not eligible for household allowance) or 40% (if eligible for household allowance) of the adjusted Belgian salary.

In addition, NATO pays a hardship allowance calculated by applying UN rates to the adjusted Belgian basic salary. These rates may vary from one duty station to another.

There is also provision for reimbursing travel costs if necessary where appropriate medical facilities are not available at the duty station.

The salary is adjusted once a year on 1st January at the time of the annual NATO salary review.  The latest UN figures are also applied at that time.

(iii) Allowances are granted, in accordance with the personal and family situation of the staff member, on production of the relevant supporting documents. They are subject to a deduction if the staff member or household receives similar allowances from other sources. The various types of allowance are listed below.

Installation allowance amounting to 30 days’ basic salary is paid on arrival if the staff member’s established residence is more than 100 km from NATO Headquarters, and if he/she takes up residence in the Brussels area on joining NATO.

A staff member who is entitled to the household allowance (see below), and who has one dependent child or none, may apply for a second installation allowance of 15 days’ basic salary on completion of the probationary period, providing the family has established residence with him/her. Under the same conditions, a staff member with two or more dependent children is entitled to a second installation allowance of 30 days’ basic salary. Half of the total installation allowance received is reimbursable to the Organization should the staff member leave of his/her own accord within two years of appointment.

Expatriation allowance is paid to all staff members of categories A, L and B who, at the time of their appointment, are not nationals of the host country and have not been continuously resident in the host country for one year or more. The rate of this allowance will be 10% of the first step of the grade. Beginning in the 6th year, the allowance will be reduced by 2% per year through year 10, when the allowance will reach zero.

Family allowances

• Household allowance amounting to 6% of basic salary, payable to married, widowed, divorced, legally separated or unmarried staff members with one or more dependent children. Also paid to married staff members without children, upon proof that the spouse’s earnings are below a certain ceiling;
• Dependent child allowance (approximately 274 € per month per child), depending on the age of the child and certain conditions;
• Other dependent’s allowance, subject to approval, on provision of appropriate justification;
• Handicapped child allowance.

Education allowance, for each dependent child who is still studying and is less than 26 years of age, is normally paid to staff members entitled to the expatriation allowance. If the dependent child has performed compulsory military service, payment may be extended beyond the age of 26.

More details are to be found in Annex III of this brochure.

Language allowance is paid to certain B and C category staff who successfully pass the NATO language test. This allowance is not payable to staff members who receive the secretarial allowance.

Secretarial allowance is paid to secretaries or typists in grades B.1 to B.4 on condition that more than 50% of the work involves typing, and that the incumbent has passed the NATO typing test.

Rent allowance (under certain conditions) is paid to staff members in categories B and C, and grades A.1, A.2, L.1 and L.2.

There is a Staff Association to which all staff members belong, represented by an elected Staff Committee whose function is to provide a channel of communication between the administrative authorities and the staff.

Special identity card

Although NATO employees have special status by virtue of the Ottawa Agreement, newcomers from non-EU countries must obtain a short-term tourist visa with a validity of 3 months (see below) before they enter Belgium, to cover them until they have their contract with NATO and acquire an identity (ID) card.

After signature of the employment contract at NATO, the formalities for obtaining special ID cards for the staff member and family are begun by the NATO Privileges and Immunities Service. This personal identification document, equating to a residence permit, will be provided by the Belgian Federal Ministry of Foreign Affairs approximately 4 weeks later, for the new staff member and spouse and each dependent living under the same roof.

For information:

• Belgian law requires all citizens to carry an identity card at all times, whatever their nationality.
• It is mandatory to be registered in Belgium after the above-named period of 90 days.
• By virtue of a Royal Decree dated 1999, no work permit is required for foreign workers who are engaged by an international organization, provided their apprenticeship does not exceed 12 months.
• At the time of application for a special ID card, the passport of the applicant must still be valid for at least 12 months.

Visas for short visits to Belgium (up to 3 months)

Entering Belgium means staying on Belgian territory, even if the period is short.

Belgian legislation defines a short visit as an uninterrupted stay of 90 days at most, or several separate periods of which the total duration does not exceed 90 days, on the territory of Belgium, the BENELUX states or the Schengen states, within a 6-month period.

Visa applications must be made to the Belgian Embassy or Consulate in the country of the requesting person. When applying, the requestor must be in possession of identity papers or travel documents (such as a passport) recognized by Belgium and valid for at least 3 months* following the planned visit.

Applicants for certain NATO-sponsored programmes (such as interns) do not need a visa if they come from EU countries. 

Further details can be found on the website under http://www.diplomatie.be/ .

The Officer in the Personnel Support Service ensures that all civilian newcomers to the International Staff are helped to settle into their new environment. Staff members recruited from outside the host country receive general information on living in Belgium, as well as guidance concerning housing and schools, in advance of their arrival. The Personnel Support Officer arranges for a sponsor to guide the newcomer through the first days at NATO, and an induction course is given every three months to inform the latest recruits about various aspects of working at NATO HQ.

(NB : VAT is referred to as “TVA” in French and “BTW” in Dutch)

Expatriate staff who have not yet completed their first year of residence in Belgium, provided that this is their first period of employment in the country, may purchase certain items (such as furniture and electrical appliances and, under specific conditions, cars) without paying VAT.

Information concerning the formalities for VAT exemption, and any obligation to pay direct taxes, will be provided by the Privileges and Immunities/Vehicle Registration Offices, Human Resources.

The training and development of staff have high priority. NATO encourages its international civilian employees to undertake regular training with the aim of enhancing or acquiring the skills and competencies they need to perform their daily duties to the highest possible standards. Development is the longer-term process of keeping employees up to date, and continuously advancing their knowledge, skills and abilities so they can improve their performance and career prospects.

Various opportunities are available and are outlined in an extensive portfolio. This includes courses and programmes to improve skills in languages, information technology, leadership, management and administration and many other relevant competencies. Career development is encouraged and supported by NATO's HR Development Services.

Members of the International Staff have a 38-hour working week, from 08:30 to 18:00 Monday to Thursday, and from 08:30 to 16:00 on Friday, with a lunch-break of 1½ hours. It is possible to work variable hours or part time, but this is subject to agreement and depends on service requirements.