Junior Budget Officer, ICTM

1.    SUMMARY 

Within the International Staff (IS), the Information, Communication and Technology Management (ICTM) Independent Office provides support and services to the North Atlantic Council (NAC), its Committees, IS staff, and, when required, to Member and Partner Nation Delegations based in the HQ. The Office comprises of three pillars: Business Relationship Management (BRM), Business Solutions Management (BSM) and Digital Information Management Services (DIMS). 
The Business Relationship Management (BRM) Section is the Intelligent Customer, representing the ICT needs of IS staff, ensuring these are met efficiently and effectively and always improving the way IS staff work. BRM owns, manages, and delivers standard ICT requirements to IS staff and ensures that all incoming requests for new ICT services and new business requirements are validated and delivered according to agreed SLA standards and requirements set in projects. 
Under the supervision of the ITIL Financial Manager, the ICTM Junior Budget Officer is responsible for the preparations of the ICTM Medium Term Financial Plan (MTFP), annual budget, revised budget, and monitoring and adjustment of the budget in accordance with applicable procedures, in close coordination with ICTM Management.  The role entails daily collaboration with the Budget Officers within the IS and of other NATO entities operating in NHQ who receive services from ICTM, and with the NCIA teams including the local CSU team in NHQ, as well as close coordination with the Office of the Financial Controller.  The junior budget officer might occasionally deputize for the ITIL Financial Manager during his/her absence.

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 budgeting, financial management, and cloud financial management;
•   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 with procurement processes within an international organisation;
•   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:

•    experience related to budgeting and financial management;
•    experience of working in an International Organization or international environment;
•    knowledge of collaborative tools such as SharePoint;
•    knowledge of ITIL framework or PRINCE2;
•    experience with administration of Service Level Agreements;
•    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

Financial Management
Under the supervision of the ITIL Financial Manager, and working closely with the Heads of other ICTM sections, the incumbent is responsible for the ICTM budget planning. S/he prepares the ICTM Medium-Term Financial Plan (MTFP); annual budget; revised budget and regular budgetary reporting. S/he ensures the planned budget is in accordance with applicable rules and procedures, and the timely execution of budget planning activities, submission of multi-annual and annual budgets, timely screening of budget by various stakeholders, reporting, end-of-year reviews, coordination of the budget committee submissions, and financial statement preparation. S/he monitors the budget plans, and also manages the finances of all IT assets (hardware and software) procured by ICTM.

Stakeholder Management
The incumbent serves as primary contact for the preparation of the ICTM budget. S/he coordinates with other stakeholders in ICTM, in NCIA, in relevant legal entities across NHQ, and the Financial Controller to ensure that the budget is updated in a regular and timely fashion. S/he supports the overall budgetary work by addressing queries and preparing responses when necessary. S/he develops and maintains working relationships with financial contacts outside ICTM, and manages budget transfers, chargebacks and reimbursements from other NATO Bodies.

Knowledge Management 
The incumbent collects, categorizes, tracks, and manages relevant information, and maintains a well-structured paper and electronic system to ensure relevant information can be shared with others. S/he maintains a repository of relevant information available for consultation to the whole ICTM. As a business partner, s/he informs colleagues of all procedural and administrative financial changes coming from NATO, Allies, or Industry, upcoming projects and subjects of interest in a timely fashion. The incumbent conducts research and historical analyses on budgetary issues and trends when required. S/he reports to the ITIL Financial Manager on relevant budget, and programme management matters.

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 preparation. Draft and distribute a range of internal and external correspondence and reports linked to financial activities of ICTM.

Expertise Development
S/he supports stakeholders with budgetary activities and oversees the adherence to the applicable NATO norms and regulations. S/he assists in implementing financial policies, and ensures adequate follow-up and clarification on financial details when required.

Perform any other related duty as assigned.

4.    INTERRELATIONSHIPS

The incumbent reports to ITIL Financial Manager, and will have regular exchanges with Head BRM. S/he maintains a close working relationship with all members of ICTM and ICTM Management. The incumbent liaises with the IS Office of the Financial Controller, Procurement services, and Budget Planning and Analysis Section on relevant budgetary and financial matters, as well as with NATO Office of Resources, Working Group of National Technical Experts and the Budget Committee. S/he liaises with IS, IMS and other NATO entities whose budgets fall under ICTM, as well as NATO Agencies' administrative, procurement and technical staff.

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.

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. 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:

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More information about the recruitment process and conditions of employment, can be found at our website )

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

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.

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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.