1. Post Context.
The mission of the NATO Science & Technology Organization (STO) is to help position the Nations and NATO’s S&T investments as a strategic enabler of the knowledge and technical advantage for the defence and security posture of NATO and Partner Nations.
The Office of the Chief Scientist (OCS) is chartered to provide executive and administrative support to the NATO Chief Scientist in fulfilling his/her roles as the Chair of the NATO Science & Technology Board (STB), the senior scientific advisor at NATO Headquarters (NATO HQ), and Head of the OCS.
The STO Executive Coordinator Office (GSS) is responsible for providing direct executive and administrative support, subject matter expertise and advice to the Chief Scientist in all his three chartered roles of STB Chair, senior scientific advisor to NATO leadership and Head of OCS, including the internal and external coordination across the STO and the NATO Enterprise. Further, the GSS is responsible for the management of STB meetings and the handling of STB documents, including the coordination of STB-related matters across the STO. Finally, the GSS supports the Chief Scientist in managing the OCS resources within the NATO HQ context.
2. Principal Duties.
In coordination with the STO Executive Coordinator, the incumbent provides the primary support to the Chief Scientist in managing the OCS financial resources.
The incumbent is responsible for the medium-term and annual planning as well as in-year reviews of the OCS budget, ensuring compliance with NATO Financial Regulations (NFRs), Financial Rules and Procedures (FRPs), NATO Civilian Personnel Regulations, IPSAS and the NATO Accounting Framework. He/she also serve as Programme Coordinator for the programmatic funds. In addition, he/she will be responsible for a wide range of issues related to financial and budgetary matters. As required, the Budget Officer will undertake ad hoc assignments and special projects.
The incumbent is responsible for:
a. Effective oversight of the financial planning, budgeting and evaluation cycle, ensuring submission in accordance with set deadlines, including, but not limited to:
• Drafting OCS budget plans as well as contributions to the medium-term financial resource planning, including all exhibits and justifications in accordance with strategic and budgetary direction and guidance;
• Monitoring operational execution, status of commitments and proposing reprioritisation of budget appropriations, when necessary;
• Producing periodic and ad-hoc budget execution reports in accordance with the requirements set by senior leadership and the NATO Budget Committee;
• Managing the budgetary aspects for temporary hires for the OCS;
• Managing purchase requisitions and transactions for the OCS;
• Managing the OCS expenditure of travel, hospitality, programme, training and consultancy credits;
• At financial year-end, review outstanding commitments, coordinate accruals, commitments carried forward and lapses and prepare budget execution report and related notes for the OCS annual financial statements;
• Liaising with the STO Financial Controller’s office as appropriate.
b. Programme Coordinator for the OCS programmatic budget:
• Ensuring the financial management and oversight of the programmatic budget;
• Translating the planned OCS programme of work into budget planning;
• Coordinating and preparing the Statements of Work required to outsource activities;
• Preparing purchase requisitions for the Programme of Work in coordination with the STO Financial Controller’s Office;
• Reviewing the budget execution;
• Seeking from the receiver of an outsourced activity the confirmation of the execution.
c. Prepare correspondence, documents and reports on matters pertaining to the OCS budgets and the financial management, including the documents required for meeting of the STB Finance and Audit Subgroup (FASG).
d. Provide guidance related to budgetary procedures and financial management. Contribute to the development, and ensure implementation, of policies related to budgets.
e. Ensure relevant budget and financial management matters are shared with concerned parties within the OCS and STO. Inform staff of all procedural and administrative changes, upcoming projects and subjects of interest in a timely fashion.
f. Maintain close contact with colleagues in similar positions to ensure an exchange of information and best practices implementation. g. Work on specific business projects as required.
h. Interact with the providers of Shared Services (including IS/Executive Management and NCIA) at NATO HQ as appropriate.
i. Attend other Committees’ meeting, where the incumbent represents the Chief Scientist, the STO Executive Coordinator and the OCS, as directed by the Chief Scientist.
3. Special Requirements and Additional Duties.
• Performing other related functions, as directed by the Chief Scientist.
• Serving as Secretary of the STB Finance and Audit Subgroup (FASG), in coordination with the STB Secretary to reflect the STB responsibilities.
• The functions involve irregular working hours and frequent travel abroad, including on weekends.
4. Essential Qualifications.
a. Professional/Experience.
• Have at least 5 years of relevant experience in budgeting, financial management, accounting or auditing;
• possess financial management expertise in public/private sector environments;
• have sound knowledge and experience in the field of financial grant management of scientific and/or technology programmes and relevant subsidy mechanisms;
• have a high degree of computer literacy and be familiar with tools and concepts of financial management, such as ERP systems – preferably Oracle;
• have the capacity to learn and adapt to a fast-paced environment; possess very good organisational multi-tasking and time-management skills;
• have excellent communication, drafting and presentation skills.
b. Education/Training.
• A university degree in accounting, finance, economics or business administration, or related field.
c. Language Requirements.
• Very good knowledge of one of the two official NATO languages, English or French (SLP 4444), good knowledge of the other (SLP 3333). The work is mainly conducted in the English language.
5. Desirable Qualifications.
• have experience in the development and production of comprehensive financial statements and reports;
• have knowledge of the International Public Sector Accounting Standards (IPSAS) or International Financial Reporting Standards (IFRS);
• have knowledge of NATO structures, practices and procedures, including the NATO financial regulations and accounting and budgetary IT systems;
• have professional experience in project and programme management, with a focus on international relations and/or scientific grant management for a national administration or in an international environment, including working experience in academic institutes in NATO member and Partner countries.
• have experience in working in a major international organisation or international environment; • have knowledge of other languages.
6. Attributes/Competencies:
a. Personal Attributes:
• Achievement
• Analytical Thinking
• Clarity and Accuracy
• Conceptual Thinking
• Customer Service Orientation
• Empathy
• Impact and Influence
• Initiative
• Teamwork
b. Professional Contacts:
The incumbent reports to the STO Executive Coordinator and has by the nature of the post daily interactions with the Chief Scientist, members of the OCS, and the resource managers in other STO Executive Bodies, the STO Financial Controller’s office, and the providers of Shared Services at NATO HQ. c. Contribution to Objectives:
This position ensures the smooth financial operation of the OCS, and plays a key role in ensuring that the OCS receives and manages the resources required for continued mission success.
Direct reports: N/A Indirect reports: N/A.
7. Remarks. None.
8. 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, during which the incumbent may apply for conversion to an indefinite duration contract.
Contract clause applicable:
In accordance with the contract policy, this is a post in which turnover is desirable for political reasons in order to be able to accommodate the Organisation's need to carry out its tasks as mandated by the Nations in a changing environment, for example by maintaining the flexibility necessary to shape the Organisation's skills profile, and to ensure appropriate international diversity.
The maximum period of service foreseen in this post is 6 years. The successful applicant will be offered a 3-year definite duration contract, which may be renewed for a further period of up to 3 years. However, according to the procedure described in the contract policy the incumbent may apply for conversion to an indefinite contract during the period of renewal and no later than one year before the end of contract.
If the successful applicant is seconded from the national administration of one of NATO’s member States, a 3-year definite duration contract will be offered, which may be renewed for a further period of up to 3 years subject also to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years.
Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Régulations.
9. 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
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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 reference documents without proper quotes (plagiarism), or any tools available on internet, including but not limited to translation facilities, or generative artificial-intelligence (AI) 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 tools will be rejected without further consideration, and NATO reserves the right to take further steps in such cases as appropriate.
10. 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.
NATO is committed to fostering an inclusive and accessible working environment, where all candidates living with disabilities can fully participate in the recruitment and selection process. If you require reasonable accommodation, please inform us during your selection process.
Candidates will be required to provide documented medical evidence to support their request for accommodation.
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.
NATO does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. For more info please click here.