PMRO - Staff Assistant (Execution Implementation)

Post Context

ACT contributes to preserving the peace, security and territorial integrity of Alliance member states by leading, at Strategic Command level, Warfare Development required to enhance NATO’s posture, military structures, forces, capabilities and doctrines.

The Capability Development Directorate (CAPDEV) comprises two Divisions—Requirements and Capabilities. The Directorate supports SACT in his Capabilities Requirement Authority (CRA) role. It is responsible for a holistic through lifecycle Capability Development approach that infuses innovation and transformative efforts that are an integral part of the Warfare Development. This includes responsibilities for elicitation, development, capture and collection, quality review, traceability and visibility of capability requirements.

The Capabilities Division coordinates the development of capabilities from capability planning through acceptance and then disposal with the management entities, NATO Headquarters staff and the NATO Governance Structure. This entails synchronizing horizontally across capabilities to achieve coherent efforts and outcomes.

Within the CAPDEV Directorate, the incumbent's main responsibility is to support PRMO administrative processes and the planning and execution of the Annual Travel Plan for contractors and permanent staff as well as management of supply and hospitality budgets.

Principal Duties:

The incumbent's duties are:

• Plan and build the Directorate Travel Plan for contractor travel and permanent staff
• Convert the Travel Plan into the Annual Travel Budget for CAPDEV
• Monitor, analyze and report on the execution of the travel plans to the fund managers and update the commitment plan as required
• Approve Contractor Travel request forms and travel in alignment with current travel policies
• Create purchase requisitions (PR) for ad hoc contractor travel when required in the Centralized NATO Accounting & Financial System (CNAFS).
• Gather information and create estimates for contractor travel in order to process purchase requisitions to expedite and facilitate travel.
• Provide direction and guidance to staff and contractors regarding the travel process and policies.
• Keep a close working relationship with the internal travel agent to HQ SACT, to ensure shared communication of workflow and stay informed of the latest costs and travel information that would be useful to staff and in preparing budget estimates.
• Plan and develop budgets for office suppliers, hospitalities and CAPDEV events
• Create annual and ad hoc purchase requisitions for PMPs, supplies, conferences, contractor labor, deliverables, hospitality, and services.
• Perform ad-hoc analysis, conduct special projects and participate in project teams as required.

Essential Qualifications / Experience:

• Higher Secondary education and completed higher vocational training  in finance, accounting, business administration, economics, public administration or related discipline  leading to a formal technical or professional certification with 3 years function related experience, or Secondary education and completed advanced vocational training  in that discipline leading to a professional qualification or professional accreditation with 5 years post related experience.
• Four years’ experience in Project or Contracting management.
• Four years’ experience in Workforce, Budgeting or Financial management.
• Two years’ experience with creating and tracking Purchase Requisitions and the Purchase Order process in Oracle Financials.
• Microsoft Office Excel Power User.

Language:

English – SLP 3322  - (Listening, Speaking, Reading and Writing)

Desirable Qualifications / Experience:

• Knowledge of the principles of the programme and project management approaches.
• Knowledge of procurement procedures in a multinational organisation.
• Knowledge of NATO responsibilities and organization, including Strategic Commands and supporting Agencies.
• Oracle Financials training.
• Budget Planning.
• Resource Management Education Programme (RMEP) Course (ETE-FI-2708) provided by NATO - School Oberammergau (NSO)

Attributes/Competencies:

Personal Attributes:

• Deciding and Initiating Action - Takes responsibility for actions, projects and people; takes initiative and works under own direction; initiates and generates activity and introduces changes into work processes; makes quick, clear decisions which may include tough choices or considered risks.
• Working with People - Shows respect for the views and contributions of other team members; shows empathy; listens, supports and cares for others; consults others and shares information and expertise with them; builds team spirit and reconciles conflict; adapts to the team and fits in well.
• Relating and Networking - Easily establishes good relationships with customers and staff; relates well to people at all levels; builds wide and effective networks of contacts; uses humor appropriately to bring warmth to relationships with others.
• Presenting and Communicating Information - Speaks fluently; expresses opinions, information and key points of an argument clearly; makes presentations and undertakes public speaking with skill and confidence; responds quickly to the needs of an audience and to their reactions and feedback; projects credibility.
• Writing and Reporting - Writes convincingly; writes clearly, succinctly and correctly; avoids the unnecessary use of jargon or complicated language; writes in a well-structured and logical way; structures information to meet the needs and understanding of the intended audience.
• Analyzing - Analyses numerical data and all other sources of information, to break them into component parts, patterns and relationships; probes for further information or greater understanding of a problem; makes rational judgements from the available information and analysis; demonstrates an understanding of how one issue may be a part of a much larger system.
• Planning and Organizing - Sets clearly defined objectives; plans activities and projects well in advance and takes account of possible changing circumstances; identifies and organises resources needed to accomplish tasks; manages time effectively; monitors performance against deadlines and milestones.
• Delivering Results and Meeting Customer Expectations - Focuses on customer needs and satisfaction; sets high standards for quality and quantity; monitors and maintains quality and productivity; works in a systematic, methodical and orderly way; consistently achieves project goals.

Professional Contacts:

• Contact with all capability development staff within the Directorate, budget administrators, division and command personnel organization. The incumbent will have regular professional contacts with others, at all hierarchical levels, within the organization, and also within NATO, at the Headquarters, NCI AGENCY and other Agencies as required. Outside NATO, the post holder will have contacts with National authorities.

Contribution To Objectives:

• Incumbent will have an impact on the objectives of the Division to deliverable 2030 outcomes through improved processes for planning and execution of CAPDEV budgets. The incumbent will support the transition into a centralised PRM team for CAPDEV that is working more efficiently and effectively across both directorates. The incumbent will have an impact on the efficient planning and management of the Directorates travel plan for contractors and permanent staff consistent with current NATO / ACT policies. The incumbent will ensure that all travel funds commitment is on track, and investigate if they are not, while reporting any issues to the CAPDEV fund managers.

Security Clearance

The successful applicant will be required to apply for and receive a NATO SECRET Security Clearance prior to final confirmation of contract and commencement of employment.

Contract

• This position is linked to a specific NATO project and is for a limited duration of 3 (three) years only.
• Serving NATO International Civilian staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.  Newly recruited staff will be offered a three year definite duration contract.

Notes for Candidates

The HQ SACT web site gives full details on the eligibility criteria and application processes to be adopted by all candidates.  However, candidates should particularly note:

Please answer each of the pre-screening questions completely in English. Expressions such as: “please see attached CV, please see annex, please see enclosed document, etc” are not acceptable; this is a cause of immediate rejection of the application.

Particular attention should be given to Education and Experience section of your application form, which should be populated with details of your career to date and educational achievements and certifications as they relate to your application.

The candidature of NATO redundant staff at grade G12 will be considered with priority.

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.

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

This vacancy will close on 18 April @ 17:59hrs (EDT)/11:59hrs (CEST).