- International Staff, NATO HQ
- Brussels, Belgium (Remote)
- Full-time
Assistant, Programmatic Funds
- International Staff, NATO HQ
Brussels, Belgium
Full-time
Published:
Application Deadline: January 7, 2025
- International Staff, NATO HQ
Brussels, Belgium
Full-time
Published:
Application Deadline: January 7, 2025
SUMMARY:
The Defence Investment (DI) Division is responsible for facilitating the development and adoption of cutting-edge, innovative and interoperable capabilities, critical to ensuring the Alliance’s ability to undertake the full spectrum of missions and operations. Key lines of effort include:
The Strategy Directorate is responsible for providing overall coherence of capability deliverables through policies, plans and links with external stakeholders.
Within the Strategy Directorate, the Capability Delivery Section (CDS) focuses on the delivery of NATO capabilities in the multinational NATO environment working with external governmental, military and industrial stakeholders. The Directorate supports the Conference of National Armaments Directors (CNAD), the senior North Atlantic Council (NAC) body responsible for the promotion of armaments cooperation in the Alliance.
The incumbent’s main responsibility is to efficiently handle the administrative and organisational support for the operation of the materiel standardization portfolio handled by the Division. Contracting and financial management of Programmatic Funds, in particularly the Accelerating Interoperability and Standardization (AIS) Fund, is an essential facet of the function.
QUALIFICATIONS AND EXPERIENCE:
Essential
The incumbent must:
Desirable
The following would be considered an advantage:
MAIN ACCOUNTABILITIES:
Expertise Development
Practise and update administrative and technical skills. Maintain knowledge and understanding of NATO. Coordinate AIS financial matters and other programmatic fund issues with the Office of Financial Control. Support the DI Budget Officer by ensuring that proper financial procedures are followed in the AIS activities requiring funding.
Information Management
Under the guidance of the AIS Fund Manager/Officer, take notes and minutes at meetings and prepare the agenda, reports and action documentation resulting from these meetings in accordance with NATO administrative procedures. Edit and issue final reports, draft memoranda and cover letters to documents and publications forwarded to national and NATO authorities.
Knowledge Management
Maintain and update Intranet web-pages, as well as conduct basic research on standardization needs, stakeholders and project themes related to the AIS fund.
Financial Management
Prepare the necessary financial documents and ensure that financial files are correctly processed. Issue and monitor the invoicing and payment processes for the AIS Fund and other programmatic funds. Support the DI Budget Officer by ensuring that proper financial procedures are followed for the AIS activities requiring funding.
Planning and Execution
Plan, prepare and support the meetings and events and handle related details such as development of agendas and coordination of documents related to the meetings. Provide general and office support as required.
Project Management
Oversee and monitor the execution of projects related to the AIS fund and other programmatic funds.
Organisational Efficiencies
Contribute towards continuous improvement in administrative processes relating to the support of various committees.
Stakeholder Management
Work with the committee Chairs and national delegates in their participation in the work and activities of the Section as required. Maintain liaison with the staff of other NATO bodies whose work relates to the Section’s activities as required ensuring efficiency in daily management of workload and processes.
Perform any other related duty as assigned.
INTERRELATIONSHIPS:
The incumbent reports to the Head of Section and maintains close working relationships with other staff across the Directorate, and contact persons in other Directorates, Divisions, Delegations and International Organisations as required. The incumbent supports the work of the Defence Investment Division Officers and staff and national Delegates attending committees.
COMPETENCIES:
The incumbent must demonstrate:
CONTRACT:
Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years’ duration; possibility of an indefinite duration contract thereafter.
Contract clause applicable
In accordance with the NATO Civilian Personnel Regulations, the successful candidate will receive a definite duration contract of three years, which may be followed by an indefinite duration 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 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 Regulations.
NOTE: Irrespective of previous qualifications and experience, candidates for twin-graded posts will be appointed at the lower grade. Advancement to the higher grade is not automatic, and will not normally take place during the first three years of service in the post. Under specific circumstances, serving staff members may be appointed directly to the higher grade, and a period of three years might be reduced by up to twenty four months for external candidates. These circumstances are described in the IS directive on twin-graded posts.
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:
Before you apply to any position, we encourage you to click here and watch our video providing 6 tips to prepare you for your application and recruitment process. Do you have questions on the application process in the system and not sure how to proceed? Click here for a video containing the information you need to successfully submit your application on time.
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.
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.
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.
For information about the NATO Single Salary Scale (Grading, Allowances, etc.) please visit our website. Detailed data is available under the Salary and Benefits tab.
The Defence Investment (DI) Division is responsible for facilitating the development and adoption of cutting-edge, innovative and interoperable capabilities, critical to ensuring the Alliance’s ability to undertake the full spectrum of missions and operations. Key lines of effort include:
- Leading the development of major complex capability programmes in the land, maritime, air and space domains - including on Air and Missile Defence, Alliance Future Surveillance and Control capability (follow on to AWACS), Air Command and Control (Air C2), Joint Intelligence Surveillance and Reconnaissance (JISR) assets and other critical Consultation, Command & Control (C3) networks – and in doing so addressing all policy, political-military, technical and practical aspects;
- Leading NATO’s policy and engagements in the aviation domain;
- Pursuing interoperability through prioritised standardization efforts, developing with Allies new approaches to operational challenges, supported by a commitment to operational experimentation and innovation;
- Leading NATO engagement with Defence Industry and working to ensure the resilience and robustness of the transatlantic Defence Industrial Base;
- Maintaining the Alliance’s technological edge through exploring and driving adoption of emerging and disruptive technologies, with a particular focus on autonomous systems;
- Facilitating multinational cooperation in capability development through a series of specific initiatives tackling critical capability requirements;
- Understanding, adapting to, and pro-actively addressing climate change;
- Informing and responding to the Alliance’s evolving capability needs through NATO Defence Planning;
- Providing oversight to NATO Agencies involved in capability development and delivery (in particular NATO Communication and Information Agency and NATO Support and Procurement Agency);
- Working with a range of key stakeholders within NATO including the Strategic Commands and externally with NATO Partners and relevant international and regional organisations including the EU, as well as with industry and academia.
The Strategy Directorate is responsible for providing overall coherence of capability deliverables through policies, plans and links with external stakeholders.
Within the Strategy Directorate, the Capability Delivery Section (CDS) focuses on the delivery of NATO capabilities in the multinational NATO environment working with external governmental, military and industrial stakeholders. The Directorate supports the Conference of National Armaments Directors (CNAD), the senior North Atlantic Council (NAC) body responsible for the promotion of armaments cooperation in the Alliance.
The incumbent’s main responsibility is to efficiently handle the administrative and organisational support for the operation of the materiel standardization portfolio handled by the Division. Contracting and financial management of Programmatic Funds, in particularly the Accelerating Interoperability and Standardization (AIS) Fund, is an essential facet of the function.
QUALIFICATIONS AND EXPERIENCE:
Essential
The incumbent must:
- Possess higher secondary education qualification complemented by training in accountancy, finance or business administration;
- Have at least 6 years of relevant experience in an administrative or project management capacity;
- Have experience in using an ERP system or other commercial off-the-shelf accounting and/or procurement software;
- Possess excellent communication skills;
- Demonstrate good writing skills;
- Have strong computer skills or knowledge of standard information technology systems and software (spread sheets, databases), including the use of Microsoft Office;
- Possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; II (“Elementary”) in the other;
- Be flexible to travel and work outside of normal working hours, when requested.
Desirable
The following would be considered an advantage:
- Experience in financial book-keeping;
- Experience of working in an International Organisation or international environment;
- Formal project management training;
- Experience in programme administration and/or programmes involving third party grants or contributions.
MAIN ACCOUNTABILITIES:
Expertise Development
Practise and update administrative and technical skills. Maintain knowledge and understanding of NATO. Coordinate AIS financial matters and other programmatic fund issues with the Office of Financial Control. Support the DI Budget Officer by ensuring that proper financial procedures are followed in the AIS activities requiring funding.
Information Management
Under the guidance of the AIS Fund Manager/Officer, take notes and minutes at meetings and prepare the agenda, reports and action documentation resulting from these meetings in accordance with NATO administrative procedures. Edit and issue final reports, draft memoranda and cover letters to documents and publications forwarded to national and NATO authorities.
Knowledge Management
Maintain and update Intranet web-pages, as well as conduct basic research on standardization needs, stakeholders and project themes related to the AIS fund.
Financial Management
Prepare the necessary financial documents and ensure that financial files are correctly processed. Issue and monitor the invoicing and payment processes for the AIS Fund and other programmatic funds. Support the DI Budget Officer by ensuring that proper financial procedures are followed for the AIS activities requiring funding.
Planning and Execution
Plan, prepare and support the meetings and events and handle related details such as development of agendas and coordination of documents related to the meetings. Provide general and office support as required.
Project Management
Oversee and monitor the execution of projects related to the AIS fund and other programmatic funds.
Organisational Efficiencies
Contribute towards continuous improvement in administrative processes relating to the support of various committees.
Stakeholder Management
Work with the committee Chairs and national delegates in their participation in the work and activities of the Section as required. Maintain liaison with the staff of other NATO bodies whose work relates to the Section’s activities as required ensuring efficiency in daily management of workload and processes.
Perform any other related duty as assigned.
INTERRELATIONSHIPS:
The incumbent reports to the Head of Section and maintains close working relationships with other staff across the Directorate, and contact persons in other Directorates, Divisions, Delegations and International Organisations as required. The incumbent supports the work of the Defence Investment Division Officers and staff and national Delegates attending committees.
- Direct reports: N/a;
- Indirect reports: N/a.
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: Acts with flexibility;
- Initiative: Is decisive in a time-sensitive situation;
- Organisational Awareness: Understands organisational climate and culture;
- Teamwork: Solicits inputs and encourages others.
CONTRACT:
Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years’ duration; possibility of an indefinite duration contract thereafter.
Contract clause applicable
In accordance with the NATO Civilian Personnel Regulations, the successful candidate will receive a definite duration contract of three years, which may be followed by an indefinite duration 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 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 Regulations.
NOTE: Irrespective of previous qualifications and experience, candidates for twin-graded posts will be appointed at the lower grade. Advancement to the higher grade is not automatic, and will not normally take place during the first three years of service in the post. Under specific circumstances, serving staff members may be appointed directly to the higher grade, and a period of three years might be reduced by up to twenty four months for external candidates. These circumstances are described in the IS directive on twin-graded posts.
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.
Before you apply to any position, we encourage you to click here and watch our video providing 6 tips to prepare you for your application and recruitment process. Do you have questions on the application process in the system and not sure how to proceed? Click here for a video containing the information you need to successfully submit your application on time.
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.
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.
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.
For information about the NATO Single Salary Scale (Grading, Allowances, etc.) please visit our website. Detailed data is available under the Salary and Benefits tab.
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