Finance and Control Officer

🔍 Belgium

New

📁: Management and Operations Support

📅   : 250108 Requisition #

1. SUMMARY

The Office of Financial Control (OFC) is responsible for the management of financial and budgetary control systems for several NATO entities, primarily the NATO International Staff (IS) civil budget. As the custodian of member Nations’ funds, the OFC provides reliable and value adding financial and procurement services in support of front-line Divisions, enabling them to achieve their objectives. It works to comply with International Public Sector Accounting Standards (IPSAS) and other best practices, including the management of enterprise risk.

The OFC is responsible for procurement, financial operations, budgeting and reporting for: the NATO IS civil and reimbursable budgets (including satellite offices); all NATO-wide pensions and related funds; bodies and projects located at NATO HQ (NHQ) for which OFC is responsible for providing procurement, budgetary, financial and accounting services. The OFC is also responsible for providing procurement, cash management, finance and accounting support to a number of extra budgetary funds (including trust funds) and bilateral arrangements, including the Tax Reimbursement Agreement with the United States (U.S.). The NATO-IS budget includes Brussels Headquarters operations as well as NATO Satellite Offices (NASOs). The Office of Financial Control is organised around five functions, with a Front Office overseeing these functions:

- Budget Planning and Analysis (BPA) and Procurement;

- Control, Accounting and Finance (CAF) including Missions (Duty Travels);

- Treasury;

- Strategic Analysis and Reporting (SAR); and

- ERP Competency Centre.

The Programmes, Finance and Control section is part of the Control, Accounting and Finance (CAF) branch and is responsible for the review and verification of non-procurement-related transactions such as grants, cooperative agreements, and similar types of arrangements for both NATO IS civil budget and EBFs. It ensures that appropriate credits are committed to cover the financial liabilities associated with this type of transaction and that transactions are properly justified and documented. It also supports the Financial Controller in the process of development or concurrence of policies, documents, reports and procedures relating to non-commercial arrangements and EBFs. Through the ‘Ukraine Comprehensive Assistance Package Trust Fund’ (UCAP TF), NATO provides Ukraine with short-term non-lethal military assistance as well as long-term capacity-building support. Through the Defence Capacity Building (DCB TF), NATO enhances the institutional and defence capabilities of multiple NATO-DCB Partner nations with planning and programme activities in the areas of capacity-building, governance and institutions, training and education, and civil emergency response.

The Officer UCAP and DCB TF has primary responsibility for the drafting, reviewing and negotiation of UCAP and DCB TF related documentation, Execution Management Agreements (EMAs), Implementation Agreements, grants and cooperative agreements. The incumbent is responsible for the review and approval of the financial transactions relating to UCAP and DCB TF such as pledges, financial commitments and payments, ensuring that transactions are properly justified and documented and that they comply with prevailing rules and regulations (e.g. NFRs or EBF Overarching Guidance) and UCAP and DCB TF modalities. They must also ensure that appropriate credits are committed to cover the financial liabilities associated with this type of transactions. The incumbent also issues payment instructions for pledges made by donors and ensures that all incoming payments are registered in the ERP system. Further, the Officer EBFs provides support in the development of policies and procedures relating to EBFs and is also involved in the production of relevant financial- and management reporting.

2. QUALIFICATIONS AND EXPERIENCE

ESSENTIAL

The incumbent must:

have a university degree (or equivalent level of qualification) from an institute of recognised standing in economics, accounting, business administration, public administration, finance, management, or related discipline;
have 3 years of experience in fields relevant to this post, such as financial management, budgeting, accounting and controlling, preferably acquired in international organizations, governmental or non-governmental organizations, and multinational organizations;
demonstrate experience in the review and/or drafting of memorandums of understanding, cooperative agreements and similar types of institutional, non-commercial arrangements;
have proven experience in stakeholders’ management, (interaction with senior representatives of corporate departments or business units, participation in management, audit, or financial boards or committees, management of relationships with third parties, etc.);
have a demonstrated knowledge and experience in the use of IPSAS, IFRS, or equivalent accounting standards;
have proven experience in the use of ERP systems such as Oracle e-Business Suite or SAP;
demonstrate excellent communication and interpersonal skills;
possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; and II (“Elementary”) in the other.

DESIRABLE

The following would be considered an advantage:

experience in risk management applied to the management third-party agreements, trust funds, grants or other types of financial assistance and cooperative programmes and activities
knowledge of and/or experience in the NATO financial processes and regulations applicable to appropriated and non-appropriated funds;
knowledge of and/or experience with the management of extra-budgetary funds/trust funds, donations, and financial assistance programmes;
current project management certification in methodologies such as Prince2 or Project Management Institute (PMI) Project Management Professional (PMP).

3. MAIN ACCOUNTABILITIES

Expertise Development

Draft, review and negotiate UCAP and DCB TF-related documentation, Execution Management Agreements (EMAs) and related tasking letters, non-commercial and cooperative agreements and grants. Review pledge letters received from Donors to the UCAP TF and prepare related payment instructions. Process and verify transactions related to the UCAP TF such as donor requests for transfer of donations, commitments, contractual agreements and invoices. Ensure that all transactions are properly justified, recorded in ERP, documented and comply with prevailing rules and regulations including the UCAP TF modalities. Answer queries concerning UCAP and DCB TF, applicable financial and funding arrangements. Correspond with UCAP and DCB TF Executing Agents to ensure accurate payment of invoices and financial reporting. Manage operations related to management and administration costs. Prepare UCAP and DCB TF financial reports and conduct periodic closures of accounts. Contribute to the production and preparation of financial statements and management reporting requests (e.g. budget execution reporting).

Stakeholder Management

Build and maintain effective working relationships across the OFC and with representatives of the Parent Division for the UCAP and DCB TF (Operations Division). Maintain regular contacts with other stakeholders such as representatives of national delegations of NATO member and partner nations and the Office of the Legal Advisor. Liaise with stakeholders and provide advice on solutions to business needs, associated financial risks and mitigation measures, and relevant policies and procedures. Maintain stakeholders’ confidence by being responsive to their queries and needs, respecting deadlines, showing professional competence, paying attention to detail, and maintaining confidentiality when appropriate whilst respecting the prevailing NATO Financial regulations. Ensure due diligence when collecting outstanding debts; exercising tact and diplomacy when required.

Project Management

Contribute and support UCAP and DCB programmatic activities and initiatives as expert in financial management, financial risks, and financial regulations and procedures. Work in close coordination with colleagues in the OFC and other areas of the NATO HQ to clarify financial management and procedural issues relating to non-procurement related transactions and project activities.

Knowledge Management

Ensure appropriate storage and sharing of knowledge and information relating to non-commercial transactions and EBFs. Monitor relevant risks and control activities. Communicate and share relevant information with other Services in OFC and with stakeholders in timely manner. Participate in production of Financial Reporting, including audit support.

Perform any other related duty as assigned.

4. INTERRELATIONSHIPS

The incumbent reports to the Programme Financial Manager (UCAP and DCB TF). They work closely with OFC Section Heads as well as internal clients and with colleagues in Divisions, Independent Offices and Agencies.

Direct reports: N/A

Indirect reports: N/A.

5. COMPETENCIES

The incumbent must demonstrate:

Achievement: Works to meet standards;
Analytical Thinking: Sees multiple relationships;
Clarity and Accuracy: Checks own work;
Conceptual Thinking: Applies learned concepts;
Customer Service Orientation: Takes personal responsibility for correcting problems;
Empathy: Is open to others' perspectives;
Impact and Influence: Takes multiple actions to persuade;
Initiative: Is decisive in a time-sensitive situation;
Teamwork: Solicits inputs and encourages others.

6. CONTRACT

Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years; possibility of renewal for up to three years.

Contract clause applicable:

This post is required for a limited period to support the Trust Fund project. As employment in this post is of limited duration, the successful applicant will be offered a definite duration contract of three years duration , which may be renewed for a period of up to three years if required to support this project.

If the successful applicant is seconded from the national administration of one of NATO’s member States, a three years definite duration contract will be offered, which may be renewed for a period of up to three years if required to support this project, and subject also to the agreement of the national authority concerned.

Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.

For twin-grade posts:

NOTE: Irrespective of previous qualifications and experience, candidates for twin-graded posts will be appointed at the lower grade. Advancement to the higher grade is not automatic, and will not normally take place during the first three years of service in the post.

Under specific circumstances, serving staff members may be appointed directly to the higher grade, and a period of three years might be reduced by up to twenty four months for external candidates. These circumstances are described in the IS directive on twin-graded posts.

7. USEFUL INFORMATION REGARDING APPLICATION AND RECRUITMENT PROCESS

Please note that we can only accept applications from nationals of NATO member countries. Applications must be submitted using e-recruitment system, as applicable:

For NATO civilian staff members only: please apply via the internal recruitment portal (link);

For all other applications: www.nato.int/recruitment

Before you apply to any position, we encourage you to click here and watch our video providing 6 tips to prepare you for your application and recruitment process.

Do you have questions on the application process in the system and not sure how to proceed? Click here for a video containing the information you need to successfully submit your application on time.

More information about the recruitment process and conditions of employment, can be found at our website (http://www.nato.int/cps/en/natolive/recruit-hq-e.htm)

Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate), approval of the candidate’s medical file by the NATO Medical Adviser, verification of your study(ies) and work experience, and the successful completion of the accreditation and notification process by the relevant authorities.

NATO will not accept any phase of the recruitment and selection prepared, in whole or in part, by means of generative artificial-intelligence (AI) tools, including and without limitation to chatbots, such as Chat Generative Pre-trained Transformer (Chat GPT), or other language generating 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 generative or creative AI applications may be rejected without further consideration at NATO’s sole discretion, and NATO reserves the right to take further steps in such cases as appropriate.

8. ADDITIONAL INFORMATION

NATO is committed to diversity and inclusion, and strives to provide equal access to employment, advancement and retention, independent of gender, age, nationality, ethnic origin, religion or belief, cultural background, sexual orientation, and disability. NATO welcomes applications of nationals from all member Nations, and strongly encourages women to apply.

Building Integrity is a key element of NATO’s core tasks. As an employer, NATO values commitment to the principles of integrity, transparency and accountability in accordance with international norms and practices established for the defence and related security sector. Selected candidates are expected to be role models of integrity, and to promote good governance through ongoing efforts in their work.

Due to the broad interest in NATO and the large number of potential candidates, telephone or e-mail enquiries cannot be dealt with.

Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature, albeit at the same or a lower grade, provided they meet the necessary requirements.

The nature of this position may require the staff member at times to be called upon to travel for work and/or to work outside normal office hours.

The organization offers several work-life policies including Teleworking and Flexible Working arrangements (Flexitime) subject to business requirements.

Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment.

For information about the NATO Single Salary Scale (Grading, Allowances, etc.) please visit our website. Detailed data is available under the Salary and Benefits tab.

Finance and Control Officer

🔍 Belgium

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