Junior Budget Officer (2 positions)
JOB DETAIL
1. SUMMARY
The Executive Management (EM) Division has the lead role in the overall management of the NATO HQ. The EM Division covers the following directorates: HQ Support and Transformation (EM-HQST), Human Resources (EM-HR), and Information Communication, and Technology Management (EM-ICTM).
The Front Office of the Assistant Secretary General (ASG) is responsible to the ASG for the efficient and effective workflow in the Division. It supports and coordinates the ASG’s activities in the performance of their duties, and orchestrates coordinating efforts between EM and other NATO entities, internal and external of the Division and NATO HQ.
Under the supervision of the Executive Officer, and based on the ASG EM’s strategic vision, the Junior Budget Officer is responsible for the preparations of one of the EM-Directorates Medium Term Financial Plan, annual budget, revised budget, and ensure the execution of the budget in accordance with applicable procedures, in close coordination with the responsible Director and/or Head of Section concerned. The incumbent also manages, monitors and follow up the relevant Directorate/Section(s) expenditure, including travel, hospitality, training, consultancy and programme funds, as well as manage all procurement activities. They also support the Directorate/Section(s) in the design and management of Operational Performance Measurement (OPM) and of other Key Performance Indicators as required.
The role entails coordination with the Office of the Financial Controller.
The Junior Budget Officer will be the business partner of one of the EM-Directorates, more specifically currently planned for the following:
- EM-HQST: within the Directorate, Infrastructure and Facilities Management (EM-HQST-IFM) constitutes the area with the largest budget. The role of the Section is to support NATO’s political and decision-making processes by managing and maintaining the NATO Headquarters site and facility management services for all its occupants, including national Delegations. EM-HQST-IFM is responsible for the overall management, supervision, technical and financial control of all in-sourced and out-sourced facility, maintenance, transportation and logistics services, major and minor investment projects and asset and inventory management in support of NATO Headquarters functions.
- EM-ICTM: provides support and services in the areas of information communication and technology management, archives information and knowledge management to the North Atlantic Council (NAC), its Committees and to the IS. Archives and Information Management (EM-ICTM-AIM) is the principle information and records management service at NATO Headquarters.
The Junior Budget Officer may be assigned to different Directorates within EM and undertakes ad hoc assignments and special projects in support of ASG EM and the priorities of the Alliance.
2. QUALIFICATIONS AND EXPERIENCE
ESSENTIAL
The incumbent must:
- have a university degree, or an equivalent level of qualification, preferably in accounting, economics, business administration, financial management or field relevant for the role;
- have at least 1 year of 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);
- possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; II (“Elementary”) in the other;
- be willing to work outside normal office hours when necessary.
DESIRABLE
The following would be considered an advantage:
- more than 2 years of experience related to financial management and budgeting;
- experience of working in an International Organisation or international environment;
- knowledge of collaborative tools such as SharePoint;
- knowledge of Enterprise Resource Planning (ERP) or similar tools;
- knowledge of NATO structures, practices and procedures, including NATO’s financial regulations, accounting procedures and budgetary IT systems.
3. MAIN ACCOUNTABILITIES
Expertise Development
Under the supervision of the Executive Officer and as business partner of the Director/Head of Section, the Junior Budget Officer prepares expenditure forecasts and call-for-funds. Prepare the Medium Term Financial Plan, annual budget, revised budget, regular budgetary reporting and ensure the execution the budget in accordance with applicable rules and procedures. The Junior Budget Officer oversee commitments and expenditures, reviews applicable workflows. Support stakeholders with procurement activities, including the definition of budget lines in accordance with the budget and the applicable NATO norms and regulations, the monitoring of contract lifecycle, or the internal approval of purchase requests. Assist in implementing financial policies. Ensure adequate follow-up and clarification on financial details when required. Prepare quarterly, semi-annual and annual budget updates for the EM Leadership.
Knowledge Management
Collect, categorise, and track relevant information, and maintain well-structured filing systems. As a business partner, inform colleagues of all procedural and administrative changes, upcoming projects and subjects of interest in a timely fashion. Conduct research and historical analyses on budgetary issues and trends when required. Ensure relevant budget, and programme management matters are shared with concerned parties, namely the ASG EM.
Information Management
Collect and consolidate budgetary and financial information on the activities to which they are assigned. Assist in the timely and effective delivery of relevant information related to budget execution, Draft and distribute a range of internal and external correspondence and reports linked to financial activities of the Directorate/Section.
Stakeholder Management
Serve as primary contact for the preparation of the budget and financial information. Coordinate with other stakeholders in the EM Division and the Financial Controller to ensure that the budget is updated in a regular and timely fashion. Support the overall budgetary work by addressing queries and preparing responses when necessary. Develop and maintain working relationships with financial contacts outside of the Organization. Manage budget transfers and reimbursements from other NATO Bodies. Support the budget part of the Service Level Agreement (SLA) negotiations when and if applicable.
Project Management
Carry out planning and evaluation responsibilities in the framework of the budget and in conducting cost-effectiveness analyses of activities (e.g. analysis of current year expenditures for preparation of budgets, analyses of factors influencing the pattern of expenditures and reasoned recommendation on how to obtain maximum value for money spent). Analyse and coordinate all accounting work . Manage or participate in project teams as required.
Perform any other related duty as assigned.
4. INTERRELATIONSHIPS
The incumbent reports to the Executive Officer, as part of a Budget Officers’ Team and will have regular exchanges with ASG EM. As business partner of a EM Directorate/Section, they work in close collaboration with the relevant EM Director/Head of Section. The incumbent also needs to work closely 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, national delegations and other NATO bodies.
Direct reports: N/A
Indirect reports: N/a.
5. COMPETENCIES
The incumbent must demonstrate:
- Achievement: Works to meet standards;
- Analytical Thinking: Sees basic relationships;
- Clarity and Accuracy: Checks own work;
- Conceptual Thinking: Sees patterns based on life/work experience;
- Customer Service Orientation: Takes personal responsibility for correcting problems;
- Empathy: Reads non-verbal cues and understands meanings;
- Impact and Influence: Takes multiple actions to persuade;
- Initiative: Is decisive in a time-sensitive situation;
- Teamwork: Cooperates.
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.
8. ADDITIONAL INFORMATION
