1. Post Context
Supreme Headquarters Allied Powers Europe (SHAPE) provides an integrated Strategic Effects framework, employing a multi-domain and multi-region 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.
Under the Support Branch, the Staff Assistant (Financial Administration) is responsible for performing day-to-day activities in the provision of travel support to eligible Partners Nations, subsidization support to eligible Partner Nations and reimbursement/claim support to eligible Partner Nations.
2. Principal Duties
The incumbent's duties are:
- Act as the primary point of contact as the main Financial Staff Assistant for all travel requests received from eligible Partners Nations related to Seat Allocation Process (SAP) and ACO Partnerships activities.
- Works in close coordination with the SAP Budget Manager and the ACO PD Budget Manager.
- Interacts daily with PNMRs, Center of Excellences (COE), Partnership Training & Education Centers (PTEC) and other NATO Training & Education Facilities.
- Produce applicable NTO's and coordinate all travel arrangements for eligible Partners with the SHAPE Travel Office.
- Liaise with the Travel Service Provider collocated in the SHAPE Travel Office.
- Is the focal point for the application of the ACO Travel Directive and the Partnerships Financial guidance related to financial support to Partners.
- Prepare and process travel orders for all eligible partners, process commitments of funding for approval, making travel arrangements in a manner, which satisfies all mission requirements.
- Responding to partners inquiries relating to travel requests, funding and accounting related to their participation in Partnerships activities.
- Assist the SAP Budget Manager and PD ACO Budget Manager in controlling Travel funds.
- Assists the SAP Budget Manager and PD ACO Budget Manager in preparing and processing Partners travel reimbursements.
- Manage the SHAPE PD SP FIN Travel functional common email account.
- Operating funds checks in the NATO Automated Financial system (FinS).
- Maintaining accounting records and producing reports as required.
- Producing reports on Outreach activities and specific breakdown of expenses as required.
- Responding to customer inquiries relating to travel requests and funding.
3. Special Requirements and Additional Duties
The employee may be required to perform a similar range of duties elsewhere within the organisation at the same grade without there being any change to the contract
The work is normally performed in a Normal NATO office working environment.
Normal Working Conditions apply.
The risk of injury is categorised as No Risk.
4. Essential Qualifications
- Previous experience in Finance/Accounting administrative tasks;
- Ability to ensure an excellent customer service experience by anticipating needs and ensuring clear communication.
- Ability to work with an international admin staff comprised of a wide range of military and civilian backgrounds.
b. Education/Training
Secondary education and basic training in accounting, finance, management, business administration, public administration or related discipline for specific task related skills, with 2 years’ experience.
In case of ambiguity the required job specific experience have priority over the standard education and training levels and experience described here.
c. Language
English - SLP 3232 - (Listening, Speaking, Reading and Writing)
5. Desirable Qualifications
a. Professional Experience
- Background in one or more of the following areas: Financial Management and Acquisition, Finance, Budgeting.
- Familiarity with Budget analysis and the furnishing of budgetary advice and guidance.
- Previous experience with the NATO Financial System.
6. Attributes/Competencies
Personal Attributes:
• The incumbent should be able to self-start and be proactive. Capable of analytical thought.
• Possess an average level of written and oral communication skills.
• Possess a high level of diplomacy and tact, as they will be interacting with National representatives in multinational civil and military environments.
• Able to collaborate within a team environment and be able to perform under pressure.
Contribution To Objectives:
• There will be significant interactions with other Partnership Directorate Branches as well as Partner Nation Military Representatives. Possessing a detailed understanding of SHAPE Finance and Travel Directives/Policies will be essential.
REMARKS:
Duration of contract: Serving staff members will be offered a contract according to the NATO Civilian Personnel Regulations (NCPR). Newly recruited staff will be offered a definite duration contract of three years normally followed by an indefinite duration contract.
The salary will be the basic entry-level monthly salary defined by the NATO Grade of the post, which may be augmented by allowances based on the selected staff member’s eligibility, and which is subject to the withholding of approximately 20% for pension and medical insurance contributions.
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.
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.
Applicants who prove to be competent for the post but who are not successful in this competition may be offered an appointment in another post of a similar nature, which might become vacant in the near future, albeit at the same or lower grade, provided they meet the necessary requirements.
We believe that all people are capable of great things. Because of this, we encourage you to apply even if you do not meet all of the criteria listed within this job description.
HOW TO APPLY FOR A NATO CIVILIAN POST AT SHAPE:
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.
More information to be found on these links:
Application Process
Shortlisted candidates will be requested to provide original documentary evidence and a set of copies supporting statements in their applications. Appointment is subject to obtaining a NS security clearance and a medical certificate.
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) Qualified redundant staff of the same grade interested in this post should inform this office, via their HR/Personnel Office by not later than vacancy’s closing date.
d) 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.
e) As part of the recruitment process, the organization may review publicly available information to assess potential conflicts of interest, reputational risks, or behaviors inconsistent with the organization’s values.