Information on conditions of employment at NATO Headquarters

Contents

1. Introduction
2. Recruitment formalities
3. Salaries and allowances
4. Life and medical insurance
5. Pension scheme
6. Privileges and Immunities
7. Taking up duty
8. Human Resources Development
9. Hours of work
10. Leave
11. Facilities at NATO HQ
12. Transport
13. Housing and schools
14. Staff Association
15. Staff Centre
16. Sports and social clubs

1. Annex: Education allowance - summary of main provisions
2. Annex: Removals – useful information
3. Annex: NATO Staff Centre
4. Annex: Salary scales

1.Introduction

The North Atlantic Treaty Organisation (NATO) links Europe and North America in a unique defence and security alliance. Today, "the Alliance" as it is known is engaged in a broad range of activities designed to promote 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.

Most of the information provided hereunder has been extracted from the Civilian Personnel Regulations, commonly referred to as the CPRs or the Staff Rules, which govern matters affecting civilian staff administration and is approved by the North Atlantic Council.

The information should be considered as a guideline; in case of discrepancies with the CPRs it is the latter which are legally binding. It is correct at the date of publishing, and is subject to change at any time.

2. Recruitment formalities

Appointments are subject to administrative formalities. These include a security clearance and a medical screening (by the NATO Medical Service) comprising of a medical questionnaire, medical analyses and x-rays and a medical examination in NATO Headquarters Brussels.

Contracts

NATO offers either:

1. An initial contract of three years’ duration which can be followed by a contract of indefinite duration ; or
2. A contract of definite duration not exceeding five years in length. Such contracts are usually established for a period of 3 years, and are renewable by mutual consent, except for some specific posts that are time bound.
3. The Secretary General has approved a revised contract policy for new entrants to the NATO International Staff (IS) in Brussels. It is applicable to future staff who apply for an international civilian post in the IS advertised on or after 1st September 2007. Serving staff and others who applied for posts advertised before 1st September 2007 remain subject to the previous contract policy.

The first six months of both initial and definite duration contracts are considered as a probationary period.

The type of contract offered depends upon the individual post. However, staff who are seconded from their national administrations can only be offered a definite duration contract.

3. Salaries and allowances

Basic salaries and allowances are net of income tax, in accordance with an international agreement, known as the Ottawa Agreement.

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

(i) Basic salary is the salary applicable to the grade of the post. The salary scales applicable in Belgium are available for consultation at Annex IV, however it should be noted that the basic salaries are subject to various possible additions or deductions according to the situation of the staff member. The main allowances and deductions and are as follows.

(ii) Salary in non-NATO countries in Eastern Europe and the Balkans

Under a Council-approved policy there are special provisions on remuneration and benefits for international civilian staff occupying posts in non-NATO member countries in Eastern Europe and the Balkans.

The basic salary for such staff is based on the salary scale for Belgium, 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.

The basic salary is reduced by 20% to take into account the fact that NATO pays for reasonable accomodation costs at the duty station.

Expatriation allowance is paid at a rate of 32% (if not eligible to household allowance) and 40% (if eligible to household allowance) calculated on the adjusted Belgian salary.
In addition NATO pays a hardship allowance calculated on the adjusted Belgian base salary according to rates approved for application in the  UN. These rates may vary from one duty station to another.

There are also provisions to reimburse travel costs if appropriate medical facilities are not available at the duty station.

The salary is adjusted once a year on 1st January at the same time as the annual review of NATO salaries takes place.  The latest UN data is taken into consideration at that time.

(iii) Allowances are paid under certain conditions (depending on the personal circumstances and family situation of the staff member) and on production of the relevant documents. They will be subject to deductions in cases where the staff member or his/her household is receiving allowances of the same nature. The various types of allowance are listed below.

Installation allowance

An 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 the NATO Headquarters, and if he/she takes up residence in the Brussels area on joining NATO.

A staff member entitled to the household allowance (see below), without dependent children or with only one dependent child, may apply for a second installation allowance which amounts to 15 days’ basic salary on completion of his/her probationary period and providing his/her 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 amounting to 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 the first two years of the appointment.

Expatriation allowance

An expatriation allowance is paid to all staff members of grades A, L and B who, at the time of their appointment, are not nationals of the host country and who have not been continuously resident in the host country for at least one year. The rate is 14 % of the basic salary for staff members not entitled to the household allowance (see below) and 18% for staff members entitled to the household allowance and meeting certain other conditions.

After ten years’ service in the host country the rates progressively decrease to 11% and 15% respectively, over a period of three years.

Family allowances

• household allowance amounting to 6% of basic salary, payable to married, widowed, divorced, or unmarried staff members with dependent children as well as to married but legally separated staff members with dependent children. Also, in certain cases, it is paid to married staff members without children, upon receipt of proof of spouse’s earnings being below a certain ceiling ;
• dependent child allowance   (approx. 250 € per month per child), subject to the age of the child and certain conditions;
• other dependant’s allowance, subject to approval of appropriate justifications.
• handicapped child allowance .

Education allowance

An education allowance for each dependent child who is still studying and under 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 age 26.

More details on this matter are to be found in Annex 1 of this brochure.

Language allowance

Language allowance payable (after successfully passing the NATO language test) to certain B and C grades and positions. The allowance is not payable to staff members who receive the Secretarial allowance.

Secretarial allowance

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

Rent allowance

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

(iii) A mandatory deduction of approximately 15% is made for contributions to the NATO Pension Scheme and for private medical, dental and life insurance.

4. Life and medical insurance

Approximately 5 to 6% of staff members’ gross emoluments is deducted at source for combined medical, invalidity and life insurance, which gives the following cover :

1. reimbursement of approximately 90% of costs incurred for medical and dental treatment and glasses, within certain limits ;
2. reimbursement of 100% of costs incurred for medical treatment which is a direct result of an accident on duty or occupational illnesses ;
3. reimbursement of 100% costs incurred for medical treatment of serious illnesses with prior approval of Vanbreda International (the present insurance brokers of the Organization) ;
4. in the case of death, a lump sum, amounting to a minimum of one year ‘s emoluments ;
5. other benefits, such as payment of salary during 24 months maximum in the case of long illness ;
6. reimbursement as described in a. above for spouses and dependent children, under certain conditions (e.g. that these expenses are not already covered by another insurance)

Note : The group insurance policy is the subject of an annual contract which can be modified at any time. It is obligatory for all staff to contribute to the system, regardless of whether they already have health insurance coverage from another source.

5. Pension scheme

If you have not previously worked for NATO or one of the Co-ordinated Organisations (1), 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 2%. 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 5 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 5 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 yoiur holdings to another pension scheme (subject to conditions).

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

6. Privileges and Immunities

Identity card (or Special Residence Permit)

Newcomers coming from non EU countries are not required to obtain a Visa as NATO employees have a special status covered by an international agreement called the Ottawa Agreement. However, it is required by law in Belgium for all citizens, whatever their nationality, to carry an identity card. NATO has an office which deals specifically with issues concerning Privileges and Immunities. Through this office, newly recruited expatriates are able to obtain a Special Residence Permit for themselves and their dependants living under the same roof, provided by the Belgian Ministry of Foreign Affairs.

Value Added Tax (VAT) Exemption

(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 and provided that this is their first period of employment in the country, may purchase certain items (such as furniture and electrical domestic appliances, and under certain specific conditions also a car) without paying VAT.

Information concerning the necessary formalities for VAT exemption as well as any obligation for direct tax payments, as appropriate, will be provided by the Privileges & Immunities/Vehicle Registration Offices, Human Resources.

7. Taking up duty

Travel and Removal Expenses

Staff whose permanent residence at the time of their appointment is 100 kilometres or more from NATO Headquarters are reimbursed their travel and removal expenses 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 against the payment of part of the removal expenses may be authorised. Those who leave within their first year are not entitled to the reimbursement of their travel expenses and removal expenses on departure.

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

Welcoming

A dedicated Officer in the Personnel Support Service of Human Resources ensures that all newcomers to the International Staff and the IMS receive help and assistance to settle into their new environment. When new staff members are recruited from outside the host country, they receive general information on living in Belgium, as well as information concerning housing and schools, in advance of their arrival. The Officer, Personnel Support arranges for a sponsor to provide guidance during the newcomer’s 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.

8. Human Resources Development

Training and Development

The training and development of staff are given a high priority within NATO. Various opportunities are available, including courses to improve language skills in French and English – the two official languages of the Organization – and in areas such as Information Technology, management techniques and personal and professional development. Career development is encouraged and supported through a dedicated HR Development Branch.

Performance Management

Performance management is applicable to all NATO civilians in NATO Headquarters. The system is designed as a one year cycle, made up of 3 main phases:

1. Objective Setting;
2. Mid-term Review
3. Annual Review.

A mechanism for mediation and conflict resolution and one for upward feedack are also part of the Performance Management System.

Induction training on performance management is given to all new recruits, who receive the “NATO Headquarters Performance Management System Manual” during their first days at NATO.

Performance management is concerned with performance improvement in order to achieve organizational, 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 enables the alignment of individual objectives with broader organisational objectives; it provides the basis 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.

9. Hours of work

Members of the International Staff have a 38-hour working week : from Monday to Thursday 08h30 to 18h00, whereas on Friday the working day ends at 16h00. Each day, the lunch-break is for a period of 1h30. Flexi-time and variable working hours are permitted where this is practicable and subject to authorisation within the Division. In certain cases, part-time work is also authorised (with the appropriate salary adjustments).

10. Leave

Annual leave amounts to 30 days per annum, i.e. 2.5 working days per month. (over and above national holidays of the host nation and additional holidays granted by the Secretary General at his discretion). After the probationary period, it is cumulative and may be taken in advance after approval by the staff member’s head of service.

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 member of staff eligible for home leave is entitled to reimbursement of travel expenses. Moreover, spouses and dependent children are also reimbursed home leave travel on condition that they take this leave at the same time as the staff member.

11. Facilities at NATO Headquarters

Bank:

The NATO salary is paid into a local bank account of the staff member’s choice. For staff members’ convenience, there is a branch of the ING within NATO HQ. An account may be opened there if desired, after taking up duties with NATO. (For expatriate staff members, up to 50% of their salary can be paid into a bank account in their home country, if they so wish.)

Other facilities:

In the NATO building, there is a branch of the Belgian Post Office, a hairdressing salon (m/f), a travel agency and a newsagents, which sells chocolates, greetings cards, books, newspapers and magazines. Moreover, a theatre-reservation service and a dry cleaning, laundry and shoe repair service come to the Headquarters twice-weekly during the lunch-hour. NATO facilities also include a coffee bar, a self-service restaurant and a table-service restaurant. In addition, several car/household insurance companies are represented in the NATO coffee bar several times a week, and details about these can be obtained from the Vehicle Registration Office. There also exists a bar and restaurant in the NATO Staff Centre which is situated in an adjacent building
(see below and Annex III for more details).

Summer Camps for Children

During school holidays, daytime activities under the supervision of professional staff are organised for staff members’ children aged between 3 and 12 at the Staff Centre, under the aegis of the Personnel Support Service. Various other holiday programmes are available for older children (eg, tennis, IT training). All of these services are available on paying a nominal fee.

12. Transport

Public transport : buses N° 65, 21 and 12. The Headquarters also has its own bus service, morning and evening. The NATO shuttle bus schedule is available from the Officer, Personnel Support. Car drivers are advised that the Headquarters is situated on the Brussels-Zaventem (Airport) motorway. Parking facilities on the NATO site.

Vehicle Registration

All newcomers are required to report to the Vehicle Registration Office as part of their checking-in formalities. Expatriate staff members can obtain the necessary Belgian registration number plates through this Service and for this purpose should bring all documents usually needed in their home country concerning their car. A Vehicle Registration guide containing all relevant formalities is available on request from this office. A copy of the Belgian Highway Code can be purchased at most bookstalls.

13. Housing and schools

Housing

Although there is no housing service in NATO, the Officer, Personnel Support can advise on matters relating to accommodation. New staff members who require temporary accommodation upon their arrival in Brussels should contact Miss Annette Willacy (tel : + (0) 2.707.4657). She will be able to assist with information on hotels and aparthotels. The office of the NATO Legal Adviser is available to review leases before their signature.

Furnished and unfurnished accommodation is fairly plentiful. «  Le Soir  », and the English language weekly , “The Bulletin”   carry advertisements and popular websites include www.immoweb.be. There is also a weekly newspaper called «  Vlan  » which is published in the various communes of Brussels with advertisements of accommodation for sale or rent. In addition, advertisements for furnished and unfurnished properties to let, as well as properties for sale, can often be found on the NATO notice board outside the cafeteria, and on the internal NATO Intranet system.

Schools

There is no special NATO school but several international schools exist in the Brussels area. Information on this will be provided by the Officer, Personnel Support.

14. Staff Association

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

15. Staff Centre

NATO has a Staff Centre in its grounds, which, upon payment of a membership fee, offers the staff a wide range of sports facilities : a swimming pool and sun-bathing terrace, tennis courts, squash courts, a bowling alley, gymnasium, table-tennis room and more. It also has a bar, a restaurant, a functions room and a music room. Please refer to Annex III for further information.

16. Sports and social clubs

A number of clubs operate under the aegis of the Staff Association. Amongst these are clubs for tennis, squash, flying, sailing, riding, philately, arts, football, fencing and table tennis enthusiasts. There is also a Music Club, which includes a NATO choir and various instrumental groups.

An institution known as «  Welcome to Belgium  » which caters particularly for expatriate foreign staff members and their spouses, organizes various activities such as visits to places of interest, cultural outings, theatre reservations, and so on.

The « NATO International Club » is made up of spouses (m/f) of civilian and military staff and of members of the national Delegations. They organize visits to exhibitions, gatherings, trips and have regular meetings. The spouses of newcomers are contacted individually and all members regularly receive a newsletter.

Information on national clubs can be obtained from the various embassies.

Annex I - Education allowance - summary of main provisions

Introduction

The education allowance reimburses 70% of admissible educational expenditure up to a ceiling of 2.5 or 3 times the annual amount of the dependent child allowance for the country in which the child is studying.

The basic ceiling is 2.5 times the child allowance. This ceiling is increased to 3 times the child allowance if the child is studying in the country of which you are a national.

Exceptionally, in cases of excessively high educational expenditure which is incurred for imperative educational reasons, reimbursement may be increased up to 90% of admissible educational expenses, and up to a ceiling of 6 times the annual amount of the dependent children allowance for the country in which the child is studying.

Increased reimbursement may also be made if fees for education are charged at the higher level to NATO staff, by virtue of their employment with the Organisation, than to residents of the country in question whatever the level of fees.

Intermediate ceilings apply to amounts claimed for board and lodgings - in other words, such expenditure is capped before the 70% or higher ceiling is applied.

Eligibility

With certain specific exceptions, payment of education allowance is restricted to staff who are entitled to the expatriation allowance and who receive dependent child allowance for the child in question. The child must be aged under 26 and, if above the age of 18, must be in full-time education.

Entitlement to the allowance begins when the child commences the mandatory primary school cycle in the country of education, and ends when the child ceases full-time studies, or at the end of the month in which payment of the dependent child allowance ceases, whichever is sooner.

Payment of the dependent child allowance, and hence of the education allowance, may be extended beyond the age of 26 if the child has performed compulsory military service.

It is important to note that the children’s expatriation allowance is discontinued when a claim for education allowance is submitted. It is therefore not worth claiming the education allowance unless the reimbursement will exceed the amount that would be received under children's expatriation allowance.

Items covered by the allowance

Depending on the specific circumstances of their child's education, and subject to the provision of the necessary evidence of expenditure and the application of specific ceilings, staff may be able to claim for some or all of the following items:

• Registration fees
• Tuition fees
• Examination fees
• Private lessons
• Daily transport
• Accommodation and/or meals
• Compulsory expenses for books, equipment and uniform.

Any financial contribution (e.g. scholarships, grants, remuneration from an apprenticeship or vocational training) received from any source towards the child's education is deducted from the allowance received.

If the child is being educated more than 300 km away from the duty station NATO will in principle pay one round trip per year between the school or college and Brussels. However reimbursement for this journey and for home leave travel cannot be claimed for the the child during the same year.

The amount of reimbursement is limited to the amount which would have been paid for a round trip from the duty station ( Brussels) to your home leave address.

In addition, if the child is below the age of 18, NATO will reimburse 70% of the cost of two further round trips between the child's school or college and Brussels, subject to a ceiling of 70% of the equivalent round trip between Brussels and the approved home leave address.

Annex II - Removals – useful information

1. Transportation is to be by land or sea, as applicable, and by the most economic means
2. Payment of expenses incurred in removal of household goods and personal effects will be made according to weight or volume within the following maximum limits (including packing):

	With dependants		Without dependants
	Kg	m3	Kg	m3
Unclassified	7,000	66	5,000	47
Categories A, B, C and L	6,000	57	4,000	38
To these figures shall be added 500 kg or 5 m3 per child or recognised dependant residing in the household.

3. Members of the staff shall submit at least two estimates from different firms, together with an inventory, covering the packing, unpacking and direct transport of their household effects. The Organization may obtain additional estimates to ensure application of paragraphs 1 and 2 above. Payment will be made only within the approved estimates set by the Organization.
4. The Organization will pay, according to the provisions of paragraph 1 above, for two consignments of household effects to the place of employment and for two consignments from the place of employment provided that the total weight and volume transported do not exceed the maximum limits set out in paragraph 2 above. The entitlement to removal shall normally lapse if not claimed within three years of joining or within two years of leaving the Organization. Warehousing or other storage costs, other than those directly incidental to normal transportation expenses, shall not be admitted.
5. The Organization will not pay for the removal of motor vehicles, boats, trailers or animals.
6. Members of the staff shall not be entitled to the payment of their removal expenses if the expenses are reimbursable by a government or other authority.

Annex III - NATO Staff Centre

The NATO Staff Centre is open to staff and their family members subject to payment of a small monthly membership fee.

The facilities and services include the following:

• Indoor heated swimming pool
• Gym
• Tennis (indoor and outdoor courts)
• Squash courts
• Omnisport rooms for multi-functional sports activities
• Outside play area for children
• Indoor bowling facility
• Restaurant, bars, functions rooms
• Perfume shop
• A variety of clubs (self defence, triathlon, yoga, music…)
  

Annex IV - Salary scales

Basic Monthly salary	Euro
Category and grade
A7	9,577.43
A6	8,749.59
A5	7,403.36
A4	6,392.55
A3	5,501.00
A2	4,458.36
A1	3,488.73
B6	4,080.37
B5	3,571.02
B4	3,155.28
B3	2,802.36
B2	2,523.31
B1	2,320.37
C6	3,051.26
C5	2,787.98
C4	2,612.11
C3	2,458.77
C2	2,351.66
C1	2,225.94
L5	6,760.41
L4	5,943.54
L3	5,636.86
L2	4,530.80
L1	3,691.11

NB:

•  The NATO salary is net of income tax.
•  It should be noted that the basic salaries are subject to various possible additions or deductions according to the situation of the staff member (family status, place of residence at time of appointment, etc.).