A205 - CONTRACT AND FINANCE OFFICER, Bonn (Germany)

1. Background

COBRA and GA10 are multinational collaborative Programmes for the In-Service Support (ISS) and Mid-Life Update (MLU) respectively of the:

• COunter Battery RAdar (COBRA) System,

• Ground Alerter 10 (GA10) artillery alerter System, both for Germany and France.

The COBRA Programme Division (CPD) is the Integrated Programme Team appointed for the management of the COBRA and GA10 Programmes, including currently managing the In-Service Support Phase and Mid-Life Update activities.

The prime objective of the Division is to provide the required level of Systems Availability to the Participating States, to support them on Operations as well as to support their System capabilities improvements.

2. Duties and Responsibilities

1. Duties and Responsibilities

The Contracts & Finance Officer shall be responsible for all contractual/ financial matters and reports to the Commercial Section Leader.

In addition, the Contract and Finance Officer will support CPD in the Business reporting activities as required hereinafter.

In particular, they will:

General

• Give advice to the PM and the Commercial Section Leader regarding Contractual, Financial and Business Reporting matters related to the overall COBRA Programme;

• Interface with PMSD and the Participating States with regard to MoU and ProgD issues;

• Interface with Finance Division and the Participating States with regard to Finance issues;

• Perform other duties as directed by the PM (e.g. contribution to Risk Management, KPIs);

• Provide inputs to all reports to OCCAR and the Participating States.

Finance

• Advise and coordinate with the CPD team in respect of the preparation and implementation of budgets and Finance;

• Apply the financial principles and rules of OCCAR (OMP10) and follow guidance and supervision provided by Head of Finance Division;

• Prepare the yearly Administrative Budget (AB) and Operational budget (OB) of the Programme Division and monitor their execution;

• Prepare the Indicative Budgets (3-year timeframe) for the Administrative and Operational costs;

• Prepare the Administrative and Operational Financial Plans to compare the maximum financial commitment against the total estimated costs of the Programme;

• Determine the amount and timing of the OB Call for Funds (CFF) in coordination with the National representatives of the Programme Participating States and initiate the OB CFF process;

• Manage the cash flow and maintain a fair cash balance;

• Review the requisitions for commitments, manage and monitor the commitments of the Programme and advise of ceiling uplifts if/when appropriate;

• Maintain and ensure the reliability, the comprehensiveness and the accuracy of all financial data in the Corporate ERP system for the Programme;

• Control the invoices to enable payment, after Programme Manager’s validation (if not delegated) in accordance with contractual liabilities and record the invoices in the Corporate ERP system for both Administrative and Operational Budgets;

• Operate VAT, tax and import duty processes;

• Provide financial inputs for Programme reports, business cases, analysis, summary or forecast work as required by OCCAR financial rules and on a case-by-case basis as requested;

• Storage financial correspondence, copies of paid invoices and all related documents for audit trail;

• Contribute to the Audits (internal and external) of the Programme and provide information in a timely manner;

• Assist the auditors and implement Board of Auditors’ recommendations in coordination with the Finance Division;

• Participate to OCCAR Finance Community of Practice meetings;

• Support and advise the Programme Manager in all financial activities;

• Establish and maintain the CPD Financial Divisional Instruction;

• Support the PM and the Planning & Reporting Officer in the related documentation drafting for all Contract and Finance aspects.

If necessary, they take temporary additional task for activities as required, by the PM.

Contracts

• Advise and coordinate with the CPD team in respect of the preparation and execution of contracts (including OCCAR Task Orders (OTOs));

• Participate in Contract and Contract Amendment negotiations, with specialist advice on contractual matters and liaise with the national price audit bodies;

• Execute/implement the contractual aspects of Contract Change Proposals/Engineering Change Proposals;

• Co-ordinate the CPD contracts Price Investigation and Price negotiation in coordination with OCCAR Central Office;

• Co-ordinate the Statement of Works (SoWs) in relation with the Contract Articles;

• Draft, coordinate and control of Contracts, amendments and associated correspondence;

• Contribute to the preparation of Procurement Strategy Documents and Contract Route when applicable;

• Liaison and correspondence with the Participating States & OCCAR CO to ensure requirements are harmonised;

• Preparation of Contractual position/decisions within CPD;

• Co-ordination of and answering Contractual audit queries in liaison with OCCAR CO;

• Implementation of, and advice on, Competition procedures and policy in accordance with OMP’s.

Business Reporting

• Support to the preparation and recording of Meetings as directed by the PM or the Commercial Section leader:

-Internal Co-ordination and preparation of COBRA Reports and Presentations;

-Participation to the meetings as directed by PM or Commercial Section leader including preparation of Minutes of Meeting;

• Support update of the annual COBRA Programme Management Plan (PMP) and the COBRA Through Life Management Plan (TLMP);

• Manage Business Reporting activities as required.

3. Key competences and skills required for the grade

(You must provide evidence of meeting these key competences and skills in your Application, Section 12).

CS 1 The ability to establish and maintain excellent working relationships at all levels in a multicultural context and with respect for diversity;

CS 2 Excellent interpersonal and team working skills with the ability to interact and communicate at all levels within OCCAR as well as with Nations;

CS 3 The ability to work in a changing, developing and demanding environment;

CS 4 The ability to implement clear, efficient and logical approaches to work, to manage assignments, objectives and time;

CS 5 The ability to use Computer and Information Technology (ICT) facilities and be able to demonstrate a good working knowledge of MS Office software.

4. Specialist knowledge and experience required for the post

(You must provide evidence of meeting these specialist requirements in your Application, Sections 10 and 11).

4.1 Essential:

ES 1

Excellent knowledge and experience of the financial budgeting and accounting of international or national Programmes, including the preparation, execution and control of budgets, forecasts of outturn and cash flows;

ES 2

Sound experience in contracts negotiation and handling, including contract closure;

ES 3

Knowledge and practical experience of invoice processing and approval; in an International or National Programme;

ES 4

Ability to synthesise complex information under pressure, make decisions and deliver clear advice to stakeholders.

4.2 Desirable:

DS 1

Experience of multinational armaments programmes;

DS 2

Knowledge of corporate ERP functions and structures such as but not limited to SAP/MS Dynamics;

DS 3

Knowledge of the regulations concerning Intellectual Property;

DS 4

A keen awareness and knowledge of other defence structures and international organisations.

5. Language Requirements

1. Language Requirements

• ADVANCED level¹ of ENGLISH both oral and written.

• Additional knowledge of another OCCAR Member or Participating State's language will be considered as an asset.

6. Qualifications

1. Qualifications

A university degree or equivalent in the activities directly related to the prescribed tasks is highly desirable.

¹The language levels can be found on the OCCAR website, www.occar.int Careers / Applying.

7. Security Clearance

1. Security Clearance

Security clearance at OCCAR Secret level is required for this post, or must be acquired within 6 months of taking up duty.

8. Applications and Points of Contact

1. Applications and Points of Contact

For further information regarding this Post, please contact:

application@occar.int

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