Budget Officer
JOB DETAIL
*Pending Budget Approval*
1. SUMMARY
The Joint Intelligence and Security (JIS) Division, under the leadership of the Assistant Secretary General for Intelligence and Security (ASG I&S), comprises two principal pillars: Intelligence – headed by the Deputy ASG (DASG) for Intelligence; and the NATO Office of Security (NOS) – headed by the Deputy ASG for Security.
The Intelligence pillar is responsible for ensuring the situational awareness of the North Atlantic Council and the Military Committee, for the analysis of the indications and warnings in support of the NATO Crisis Response System and for the development of intelligence policies and capabilities for NATO. Its functional areas address: intelligence analysis and production, intelligence policy and capability development.
The NOS is responsible for the overall coordination of NATO security among member Nations, NATO civilian and military bodies as well as International Organisations and partner countries. It is also responsible for the security of the NATO Headquarters and its personnel in Brussels and abroad on mission and in satellite offices, and for the protection of the Secretary General. Its functional areas address: personnel, physical, information and industrial security, communication and information systems security (including cyber defence); counter intelligence and counter espionage; threats from terrorism; close protection; security force services, fire and first aid.
The Front Office of JISD is responsible to the Assistant Secretary General (ASG) for the efficient and effective workflow in the Division. It supports and coordinates the ASG’s activities in the performance of his/her mandate, and orchestrates coordinating efforts between JIS and other NATO entities, internal and external of the Division and NATO HQ.
In the Front Office, the Budget Officer is responsible for financial planning, evaluation and budget execution of JISD’s budget. The Budget Officer is central to the effective and efficient financial and budgetary management of the division. The incumbent provides advice and counsel on financial and budgetary issues. S/he also undertake ad hoc assignments and special projects in support of the Division.
2. QUALIFICATIONS AND EXPERIENCE
ESSENTIAL
The incumbent must:
- have a university degree, or an equivalent level of qualification, preferably in accounting, economics, business administration or financial management;
- have at least 3 years’ relevant professional experience; in particular related to financial management and budgeting;
- have a good knowledge of financial software programmes, spreadsheets and databases;
- possess clear and efficient communication skills (oral and written) and the ability to adapt to various interlocutors (financial experts as well as non-financial stakeholders);
- have experience of coordinating small teams;
- possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; II (“Elementary”) in the other;
- be able to work outside normal office hours when necessary.
DESIRABLE
The following would be considered an advantage:
- have knowledge of NATO structures, practices and procedures, including NATO’s financial regulations, accounting procedures and budgetary IT systems;
- experience in project and programme management;
- experience in goods and services acquisition;
- experience of working in a multinational environment, with a variety of stakeholders;
- change management experience: delivering effective change and updating financial and budgetary ways of working.
3. MAIN ACCOUNTABILITIES
Expertise Development
Apply expertise, interpret existing policies, advise and guide other members of the Division on budgetary and financial management policies and best practice. Contribute to the development and the implementation of policies related to financial regulations and budgets. Provide financial expertise on JISD requirements. Provide guidance to procuring staff in the sections in their financial duties.
Financial Management
In close coordination with the Executive Officer, Senior Management, and Section Heads, prepare and execute the Division’s annual budget and the Medium-Term Financial Plan (MTFP) in accordance with applicable procedures, including Objective-Based Budgeting. Prepare financial summaries and reports for JISD Management and Sections. In line with the NATO Financial Regulations, manage the expenditures of the Division.
Knowledge Management
Keep up to date summaries of spending patterns and budgetary trends for each category of budget expenditure. Verify purchase requests as well as mission authorisations and liquidations for staff. Prepare correspondence, documents and reports related to the overall divisional budget as well as to the financial elements of project activities.Support the development of Financial Indicators as necessary.
Information Management
Ensure relevant budget matters are shared with concerned parties, namely the ASG, DASG, Section Heads and the Executive Officer. Inform divisional staff of relevant procedural changes, upcoming projects and budgetary matters of interest, in a timely fashion . Maintain clear and timely information flow between JISD and Financial /Budget stakeholders.
People Management
Provide mentoring, coaching and training opportunities and be available to offer guidance in a timely manner. Contribute to a motivating, sound and inclusive environment.
Stakeholder Management
Serve as the JISD internal and external point of contact for all financial and budgetary related issues affecting the Division. Build and maintain efficient working relationships with JISD Sections (including financial /budgetary points of contact) and other Sections/Divisions of the International Staff (Office of the Financial Controller, Budget Planning and Analysis Section, Procurement Services) to ensure effective problem solving and efficient processes are in place. Maintain close contact with colleagues in similar positions to ensure an exchange of information and best practices implementation. Represent the Division’s and NATO’s interests, as required, in committees or working groups, as directed.
Project Management
Carry out planning and evaluation responsibilities in the framework of the budget and in conducting cost-effectiveness analyses of JISD activities (e.g. analysis of current year expenditures for preparation of budgets, analyses of factors influencing the pattern of JISD expenditures and reasoned recommendation on how to obtain maximum value for money spent). Analyse and coordinate all accounting work for JISD inside and outside the Division; assume accountability and drive divisional budget management and related files to completion. Manage or participate in project teams as required
Perform any other related duty as assigned.
4. INTERRELATIONSHIPS
The incumbent reports to the ASG JISD. S/he also maintains a close working relationship with the Executive Officer, DASGs, Section Heads and staff handling financial transactions. The incumbent liaises directly with the JISD Administrative Officer and Heads of Section. The incumbent needs to work closely with other divisional Budget Officers as well as the Office of the Financial Controller, Procurement services and Budget Planning and Analysis Section on relevant budgetary and financial matters. On occasion, contact will be needed with the International Military Staff (IMS), national delegations and other NATO bodies.
Direct reports: N/a
Indirect reports: N/a.
5. COMPETENCIES
The incumbent must demonstrate:
- Clarity and Accuracy: Monitors others’ work for clarity;
- Customer Service Orientation: Takes personal responsibility for correcting problems;
- Empathy: Reads non-verbal cues and understands meanings;
- Flexibility: Adapts to unforeseen situations;
- Initiative: Is decisive in a time-sensitive situation;
- Organizational Awareness: Understands organisational climate and culture;
- Teamwork: Solicits inputs and encourages others.
7. 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 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.
