Head, Resources and Portfolio Management
Brussels, Belgium
JOB DETAIL
1. SUMMARY
The mission of the Operations Division (OPS) of the International Staff (IS) is to prepare NATO for the defence of Alliance territory, to respond to crises at home and abroad, and to strengthen the capabilities of partners. The Operations Division advances the core tasks of the Alliance (Deterrence and Defence, Crisis Prevention and Management, Cooperative Security) by providing situational awareness, advance planning, well-exercised and executed crisis-response, and outcome-oriented defence and security cooperation programmes.
Within the Operations Division, the Defence and Security Cooperation Directorate (DSCD) facilitates political-military decision-making and programme implementation with partner nations to strengthen resilience, education and good governance in the defence and security sector, and enhance the institutional and defence capabilities of partner nations so that they can better respond to crises at home and abroad.
As the focus for NATO defence and security cooperation initiatives, the Directorate uses an integrated set of planning and programme implementation tools to develop effective and efficient state defence institutions under democratic control that comply with international norms and practices, and to develop forces and capabilities that can operate effectively with NATO forces when appropriate. The Directorate leads on the NATO-wide Individually Tailored Partnership Programme (ITPP) approach to ensure coherence of programme planning and implementation.
As Head, Resources and Portfolio Management Team, the incumbent leads a small team to manage the DSCD’s Trust Fund portfolio (Ukraine Comprehensive Assistance Package; Defence Capacity Building; and Partnership) as well as funding from the civil budget. The incumbent is also responsible for: providing relevant policy advice on wider resource management; promoting standardization of trust fund and civil budget processes, reporting format and approach; audit compliance and transparency of financial resources, ; relations with the Office of the Financial Controller and other internal units as needed; communication with Allies/donors; fundraising and related outreach; and identifying opportunities and efficiencies based on cognizance of all activities within each fund or financial resource. S/He maintains a close working relationship with all relevant stakeholders in order to ensure effective coordination of project financing, including engagement with high level national authorities of both NATO and partner nations.
2. QUALIFICATIONS AND EXPERIENCE
ESSENTIAL
The incumbent must:
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possess a university degree or equivalent qualification in a field relevant for the position (e.g. Business/Public Administration, Management, Finance) from an institute of recognized standing;
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have at least 6 years’ relevant experience in programme, project, resource management, and budget supervision;
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demonstrate capacity to drive operations and excel in a fast-paced, multi-tasking environment;
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have experience in managing a team, preferably in a multinational context;
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demonstrate a thorough understanding of financial management, reporting and control procedures, as well as numerical and budgetary analysis;
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demonstrate the capacity for planning, analysis and drafting of proposals, as well as capacity to identify risks within the proposals, and to propose options to mitigate them;
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be able to communicate clearly, logically and persuasively, orally and in writing, including the ability to translate technical information into verbal / visual presentations or formal reports/decision briefs for senior decision makers, and to direct the drafting of his/her team members;
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demonstrate resilience, flexibility and capacity to adapt to unforeseen situations;
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showcase capacity to understand organizational culture and lead change;
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possess the following minimum levels of NATO’s official languages: (English/French): V (“Advanced”) in one and I (“Beginner”) in the other.
DESIRABLE
The following would be considered an advantage:
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experience with trust funds, including fundraising and donor relations;
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experience in working in an international organisation and/or international environment;
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experience in programme and / or project auditing;
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knowledge of NATO’s or other international organisations’ financial regulations and procedures and/or national financial regulations;
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knowledge of and experience in national bilateral assistance programmes; security and defence transformation, reform and defence institution building processes;
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experience in the organization and management of multi-year projects, including risk management;
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practical working knowledge of an additional language of a NATO member or partner country;
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excellent MS Excel skills;
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knowledge of or certification in MS project, Prince2 or similar project management tools and methodologies.
3. MAIN ACCOUNTABILITIES
Planning and Execution
Lead the Resource and Portfolio Management Team to ensure effective administration, monitoring, and evaluation of the Operations Division’s cooperative security trust fund and common funding portfolio. Provide relevant policy advice. Promote standardization (of trust fund and common funding processes, reporting format and style, transparency of financial resources, etc.), as well as communication with Allies/donors. Lead fund raising actions and identify opportunities and efficiencies based on cognizance of all activities within each fund or financial resource. Review and evaluate specific project proposals in coordination with other relevant stakeholders as well as Programme and Budget Implementation Plans. Provide regular updates, via the (Acting) Head, Resources and Response, to the Deputy / Director DSCD, trust fund Steering Groups and donors, and relevant committees on DSCD trust fund activities.
Expertise Development
Proactively develop and apply expertise and skills, particularly related to policy and procedural advice on management of financial resources to project managers, the (Acting) Head, Resources and Response as well as the Deputy / Director DSCD, D/ASG Operations and senior management. Supervise and advise, where necessary, on the professional education and training of all staff in his/her team. Establish an effective management framework for a new, consolidated resource portfolio within the Division. Improve audit compliance and transparency of financial operations and enhanc donor confidence.
Financial Management
Ensure effective management of all financial resources and promote transparency and accountability. Minimize, to the extent practical, the cost of financial resource administration and enable cost-saving synergies across budget lines and project portfolios. Ensure that proper financial procedures are followed for all activities including the application of NATO’s Financial Rules and Regulations and Procedures and NATO trust fund policy and preparation of necessary financial documents. Ensure financial monitoring and reporting to the designated bodies, including the trust fund Steering Groups and Directorate leadership.
Project Management
Suggest, plan, organize, and contribute to or conduct projects related to trust funds and financial resources as tasked by the (Acting) Head, Resources and Response and /or the Deputy / Director DSCD. Support and /or guide, as need be, the Risk Management and M&E Officer in monitoring and evaluating the performance of all DSCD resources, trust funds and trust fund projects across the portfolio, including during the development and implementation phases. This includes the review and evaluation of specific project proposals in coordination with other relevant stakeholders, as well as Project and Budget Implementation Plans that correlate to tailored DSCD packages. Manage fund-raising for cooperative security projects in a resource-constrained environment.
Information Management
Determine and oversee processes and procedures for the proper information management of financial resources and trust fund activities across the Operations Division. Conduct follow-up and exchange of information on behalf of the (Acting) Head, Resources and Response, as well as Deputy / Director DSCD on resources and trust fund management issues following NATO procedures and processes. Facilitate and enable information and data sharing between relevant stakeholders. Prepare authoritative financial status reports for DSCD Programme Coordinators, Directorate leadership, and designated bodies including trust fund Steering Groups.
Knowledge Management
Determine and oversee processes and procedures for proper knowledge management across the resources and trust fund portfolio. Ensure that the resources and trust fund aspects are integrated into the Operations Division’s knowledge management systems and remain relevant and accessible to users of these systems and are retained in accordance with applicable NATO policy and procedures.
Stakeholder Management
Throughout the trust fund lifecycle establish and maintain excellent working relationships with interlocutors in International Staff (IS) divisions, International Military Staff (IMS), and individual donors and potential donors from nations, including national representatives and Delegations inside and external to NATO. Coordinate resources and trust fund issues and relevant project details with other international stakeholders, including the UN, EU and OSCE.
People Management
Lead and manage the Resources and Portfolio Management team and monitor their work. Provide advice and guidance to the team. Encourage initiative, support creativity and the development of staff. Provide in-depth mentoring, coaching and training opportunities and be available to offer guidance at critical moments. Ensure that all staff under her/his responsibility are clear on Organisational, Divisional, Directorate and Section objectives. Motivate the team to achieve results. Initiate development plans to meet individual or team objectives. Communicate on best practices, improvements, and efficiencies. Ensure that the team follows appropriate training. Provide regular and fair feedback on performance, informally as appropriate and via the HQ Performance Review and Development (PRD) system. Identify possible development and mobility opportunities for team members. Promote integrity, professionalism and accountability through a sound and inclusive leadership culture.
Organizational Efficiencies
Develop and promote management tools and mechanisms to help the resources and trust fund portfolio function more efficiently at the practical level, including through proposing cultural and procedural changes to roles, responsibilities and processes. Participate in divisional efforts on processes and procedures that improve the overall functioning of the division. Minimise the staff costs and level of effort required to manage the resources and trust fund portfolio.
Perform any other related duty as assigned.
4. INTERRELATIONSHIPS
The incumbent works under the day-to-day guidance of the (Acting) Head, Resources and Response, and the overarching direction of the Deputy / Director, Defence and Security Cooperation (DSCD), OPS Division. S/He works regularly with the OPS senior management team, the Operations Division Budget Office, and colleagues across the division. S/He will work closely with DSCD stakeholders within NATO and beyond.
Direct reports: 4
Indirect reports: N/a
5. COMPETENCIES
The incumbent must demonstrate:
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Achievement: Creates own measures of excellence and improves performance.
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Analytical Thinking: Sees multiple relationships.
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Clarity and Accuracy: Monitors others’ work for clarity.
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Conceptual Thinking: Applies learned concepts.
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Customer Service Orientation: Makes things better for the customer, addressing underlying customer needs.
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Impact and Influence: Uses indirect influence.
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Initiative: Is decisive in a time-sensitive situation.
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Teamwork: Solicits inputs and encourages others.
6. 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.
7. 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:
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For NATO civilian staff members only: please apply via the internal recruitment portal (link);
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For all other applications: www.nato.int/recruitment
Please note that at the time of the interviews, candidates will be asked to provide evidence of their education and professional experience as relevant for this vacancy.
Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate) and approval of the candidate’s medical file by the NATO Medical Adviser.
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).
8. ADDITIONAL INFORMATION
location
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