TEMPORARY POST - Accounts Payables Specialist

SHAPE is looking for employing a qualified and suitable candidate to fill this post as a temporary staff from April 2024 to 31 December 2024. If you meet the requirements described in the job description below and wish to work in a fast paced international environment, this post is for you.

In view of the nature and of the urgency of this temporary position, it is important for candidates to be available for temporary employment asap. In practice, this implies being in possession of valid NATO security clearance at the time of application, or having been in possession of such a clearance with the possibility to reactivate it swiftly.  We therefore only encourage applications for this post if you are already, or have previously been, in possession of a valid NATO security clearance.

1. Post Context/Post Summary

SHAPE provides an integrated Strategic Effects framework, employing a multi-domain and multiregion focus to create a 360-degree approach, with the flexibility to enable, upon direction, a seamless transition from Baseline Activities and Current Operations (BACO) up to the Maximum Level of Effort (MLE). SHAPE supports SACEUR in fulfilling his terms of reference, as directed by the North Atlantic Council.

The Finance and Acquisition Directorate Is responsible for all international and multinational appropriated and non-appropriated funds in ACO. The responsibility encompasses supervision and oversight of subordinate ACQ commands and development of financial and acquisition policies. The Directorate represents SHAPE/ACO in the Budget Committee, participates in the development of international agreements and the annual Consolidated Resource Plan (CRP), and advises/assists the SHAPE Command Group with respect to Military Budget-funded requirements. The Directorate plans and executes the annual ACO military budget with the contracting, finance and accounting, and cash management it entails whilst ensuring coordination with external entities is observed.

The ACO Corporate Accounting and Control (CAC) Branch performs delegated financial controller functions for the Allied Command Operations (ACO) HQs.

The Centralized Finance and Accounting Section is responsible for all finance and accounting matters related to SHAPE HQ, ACQ programme budgets, Air Defence Ground budget, Air Command & Control System (ACCS) Budget, Deployable Budgets, Exercise Budgets managed and executed at SHAPE level.

As assigned by the Section Chief, the incumbent acts as Accounts Payable Specialist for ACO centralized programme budgets and HQ budgets as well as for the supported entities.

2. Principal Duties

The incumbent's duties are:

Supports the administration of the SHAPE Accounts Payable (AP) functional email account, by verifying the accuracy of official fiscal documents received such as invoices, advances, credit notes,etc., including legal, fiscal and financial information required for their validation. Communicates with suppliers in case of incorrect documents, follow-up and monitoring.

Performs the logging of all the official fiscal documents into the ERP Accounting system.

Liaises with and collects from SHAPE HQ Fund Managers (FM) responses for the validation of goods/services as part of the Procure-to-Pay process.

Monitors SHAPE AP functional email account, responding to day-to-day stakeholder's queries and/or coordinating outcome with AP team members and other branches/divisions when relevant. Assists in the organization, structure, clearing and filing of the AP functional email account.

Assists in the analysis of open accruals/ monthly suppliers' reminders and coordinate with AP team members for proper follow-up and action.

Distributes returned payments notice from ACQ Cash Management amongst responsible AP team members within the SHAPE HQ for follow-up and action. Actions and populates the related reconciliation document and monitor when appropriate.

Actively assists in the preparation and update of AP related desk guidance in accordance with current business processes, and ACQ policies and directives.

Assists in the monitoring of the AP internal sub-ledger reconciliation, ensuring that official

documents processed, are matched and completed; transactions are correctly recorded and posted in the financial system.

Supports the SHAPE HQ accounting records, expenditure authorized and committed, related payable and receivable sub ledgers including payments and receipts, in compliance with relevant NATO regulations.

Provides onsite assistance and training within the functional area as required.

Monitors outstanding Purchase Order commitments to ensure that funds are properly encumbered.

Supports the analysis, assessment and required correction on the assigned FMs regarding the Monthly Reconciliation process.

Identifies the reimbursable expenditures and coordinate with Accounts Receivable cell for further request of reimbursement to the relevant customer.

Supports the Accountant in the analysis and follow-up of the AP iterative process with nonconsolidated entities.

Participates in the end of year financial closure by creating general ledger journal entries in accordance with FM financial data such as carry forwards, lapses, accruals and overestimated accruals.

Assists in the analysis of the financial data of the SHAPE HQ general ledger accounts and contribute to the collection of the necessary information for audit and control by internal and external audit.

3. Special Requirements and Additional Duties

The incumbent may be required to perform a similar range of duties elsewhere within the same branch at the same grade to support the proper segregation of duties. The work is normally performed in a Normal NATO office-working environment. Normal Working Conditions apply. The risk of injury is categorized as: No Risk.

4. Essential Qualifications

4.1 Professional Experience

Professional experience in finance, business management, accounting or economics.

At least 4 years of practical experience of financial ERP modules such as Account Payable, Account Receivable, Purchasing, Cash Management, General Ledger.

Broad experience in the analysis and reconciliation of accounts, examination of vouchers, records and controls commitments, obligation and expenditure of funds.

At least 3 years of experience with office-automated software packages, in particular, spreadsheets.

4.2 Education/Training

Higher Secondary education and completed higher vocational training in economics, accounting, business administration, public administration, finance, management or related discipline leading to a formal technical or professional certification with 2 years function related experience, or a Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 4 years post related experience.

4.3 Language

English SLP 3232 (listening, speaking, reading and writing).

NOTE: The work both oral and written in this post and in the Headquarter as a whole is conducted mainly in English.

5. Desirable Qualifications

5.1  Personal Attributes

Extensive experience with ERP systems used in the public or private sector.

ln-depth knowledge of office automation software packages (i.e.- Microsoft Office).

Experience in drafting procedures and guidance, including briefing notes and reports on finance matters

Experience as financial/ accounting assistant in a private and/or public organization.

Education/Training

A university degree or post Graduate Diploma in Administration, Finance, Accounting or related field.

5.2  Personal Attributes

The incumbent will need to display a high degree of professionalism and technical expertise in performing her/his duties. In his/her work, the incumbent must demonstrate a high energy level, personal integrity, and a sense of loyalty to the organization. S/he should be self-driven, motivated, and should be able to function independently as well as should be comfortable working in a team environment. He/she will need to be aware of the legal and economic aspects of every potential transaction.

WHAT WE OFFER

-       38 hours per week schedule;

-       2.5 paid days of leave per month worked;

-       Fulfilling working atmosphere in an international and military community;

-       Contract period: definite duration contract from  asap until 31/12/2024 with a potential renewal in 2025;

-       Salary: the remuneration of temporary personnel will be specified in their contracts. It is exempt from taxation in the Host Nation;

-       Benefits package: temporary personnel are covered by a benefits package which consists of an additional sum of 12% of basic salary for pension purposes + basic medical and accident insurance provided under the NATO Group insurance contract (death and invalidity). The cost for insurance amounts to 2.57% of basic salary (2/3 payable by the Organisation and 1/3 payable by staff);For staff eligible under NATO rules, there is also a dependent child allowance and coverage for dependent children for medical benefits.

ADDITIONAL INFORMATION

Candidates possessing a valid NATO or National security clearance will be given priority consideration.

Applications are to be submitted using NATO Talent Acquisition Platform (NTAP) (https://nato.taleo.net/careersection/2/jobsearch.ftl?lang-en). Applications submitted by other means (e.g. mail, e-mail, fax, etc) are not accepted. 

NTAP allows adding attachments.  A copy of the qualification/certificate covering the highest level of education required by the job description must be provided as an attachment. 

Essential information must be included in the application form. Particular attention should be given to Education and Experience section of the application form. Each question should be answered completely.  Expressions such as “please see attached CV, please see annex / enclosed document” or invitations to follow links to personal webpages are not acceptable and will be disregarded. All answers should be in English.

Shortlisted candidates will be requested to provide original documentary evidence and a set of copies supporting statements in their applications.

Remarks:

A) Only nationals from the 32 NATO member states can apply for vacancies at SHAPE. 

B) Applications are automatically acknowledged within one working day after submission. In the absence of an acknowledgement please make sure the submission process is completed, or, re-submit the application.   

C) Candidates’ individual telephone, e-mail or telefax enquiries cannot be dealt with. All candidates will receive an answer indicating the outcome of their application.