SUMMARY:

The Office of Financial Control (OFC) is responsible for the management of financial and budgetary control systems for several NATO entities, primarily the NATO International Staff (IS) civil budget. As the custodian of member Nations’ funds, the OFC provides reliable and value adding financial and procurement services in support
of front-line Divisions, enabling them to achieve their objectives. It works to comply with International Public Sector Accounting Standards (IPSAS) and other best practices, including the management of enterprise risk.

The OFC is responsible for procurement, financial operations, budgeting and reporting for: the NATO IS civil and reimbursable budgets (including satellite offices); all NATO wide pensions and related funds; bodies and projects located at NATO HQ (NHQ) for which OFC is responsible for providing procurement, budgetary, financial and accounting services. The OFC is also responsible for providing procurement, cash management, finance and accounting support to a number of extra budgetary funds (including trust funds) and bilateral arrangements, including the Tax Reimbursement Agreement with the United States (U.S.). The NATO-IS budget includes Brussels Headquarters operations as well as NATO Satellite Offices (NASOs). The Office of Financial Control is organised around five functions, with a Front Office overseeing these functions:

• Budget, Planning and Analysis and Procurement;


• Control, Accounting and Finance including Missions (Duty Travels);


• Treasury;


• Strategic Analysis and Reporting (SAR); and


• ERP Competency Centre.

The Procurement Service is organised into two Sections; the Simplified Procurement Section and the Sourcing and Contract Management Section. The Simplified Procurement Section is primarily responsible for the management of routine procurement categories (i.e., low-value, low risk). This Section is also responsible for the management of innovative procurement tools such as the purchase-card (p-card) program and serves as the primary point of contact for emergency purchases. The incumbent serves as Buyer within the Simplified Procurement Section of the Procurement Service. They execute the purchase order process and convert purchase requests from internal end-users into requests for quotations and formal purchase orders that are sent to and fulfilled by suppliers.

The incumbent processes different types of purchase orders. When a blanket purchase order agreement is in place, the incumbent consistently checks purchase orders for completeness and accuracy (e.g. Pricing; Delivery dates; Minimum quantities; Delivery dates; Shipping requirements, etc.). For purchase requisitions for which there is no framework agreement in place, they work with end users to identify requirements and convert those requirements into bid documents that are executed in accordance with section NATO IS procurement manual, other relevant procurement and financial regulations.

They are also responsible for troubleshooting supplier delays in processing purchase orders and delivering products and services. The incumbent must enter procurement transactions into the procurement systems and use any other procurement tools available in the Procurement Service for the execution of procurement actions (e.g., p-card programme and other simplified procurement tools).

They support the Head of Procurement in documenting and maintaining the related internal control systems and procedures.

QUALIFICATIONS AND EXPERIENCE:

Essential

The incumbent must:

• Possess higher secondary education qualification with 4 years post-related experience in procurement services, non-manufacturing, or public sectors, OR;


• Upper vocational training/ post-secondary degree in a discipline relevant for this position with 2 years of experience in procurement services, nonmanufacturing, or public sectors;


• Have experience as a buyer, preferably in a multinational or International Organisation;


• Have experience with the use of Microsoft Office suite and be proficient in the use of MS Word, Excel and Outlook;


• Have experience with the use of standard Enterprise Resource Planning (ERP) systems such as Oracle E-Business Suite (EBS) or SAP/R3 systems;


• Demonstrate strong interpersonal skills, ability to communicate and work with internal customers and external suppliers;


• Be organised and detail oriented;


• Demonstrate integrity and act consistently with organisational values;


• Possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; and III (“Intermediate”) in the other.

Desirable

The following would be considered an advantage:

• Be at least Level 2 United Nations Development Programme (UNDP) / Chartered Institute of Purchasing and Supply (CIPS) certified or possess an equivalent level of qualification granted by a national professional association or academic institution;


• A degree in any of the following domains: commerce, trade, purchasing, contracting, or supply chain; or equivalent professional experience and vocational training;


• Experience or formal training in procurement for government or International Organisations;


• Experience with current sourcing and procurement technologies;


• Experience with the use of Oracle Purchasing, Sourcing, and Procurement Contracts applications of Oracle EBS;


• Experience with the use of the following modules of Oracle e-business suite: iProcurement, Purchasing, Payables, Procurement Contracts, Sourcing and iSupplier Portal;


• Experience with the use of MS SharePoint or similar collaboration and information sharing tools;


• Familiarity with NATO procurement procedures and regulations.

MAIN ACCOUNTABILIES:

Information Management

Assist in the administration of the Service’s overall schedule. Answer enquiries and incoming calls. Draft memoranda and cover letters to documents. Type and format all kinds of documents (e.g., purchase orders, requests for quotations, contracts, etc.), including tables of figures requiring careful presentation using the standard software packages used by NATO (Word, Excel, PowerPoint) and the approved templates. Oversee the paper and electronic flows into and out of the office including retrieving and organising correspondence/documents (including classified information) related to procurement procedures and bids. Maintain an effective follow-up and/or reminder system for pending actions within the Section. Review Tax/Custom duties exemption claims. Ensure that proper financial procedures are followed and that invoices are properly tracked. Follow up on activities to ensure that financial files are correctly processed and maintain records of all financial transactions.

Knowledge Management

Collect, categorise, and track relevant information required for various tasks, projects, and procurement actions. Assist other colleagues in the maintenance of wellstructured paper and electronic filing systems. Provide constructive suggestions to improve office procedures. Find ways to be faster, better and more effective in managing information and using office tools. Execute all procedures for purchases made by Procurement Service, regardless of item(s): entering transactions into the procurement system, gathering signatures and approvals, organising the internal (within the NATO International Staff) and external (vis-à-vis the suppliers) flow of pertinent documentation and conducting appropriate follow-up. In particular, be in charge of relationship with Customs and prepare the related documentation.

Stakeholder Management

Liaise with points of contact to ensure efficiency in daily management of workload and processes. Be the point of contact for initial requests of various natures. Maintain all lists of internal and external contacts.

Expertise Development

Proactively develop skills in areas such as planning and organising, the best practices in relevant industrial sectors, general procurement best practices and new technology, NATO official languages and effective communication.

Perform any other related duty as assigned.

INTERRELATIONSHIPS:

The incumbent reports to the Team Leader, Simplified Procurement Section and works closely with colleagues of the Procurement Service. The post holder liaises with internal clients in other Divisions and NATO Agencies for the clarification of requirements and the coordination and execution of procurement actions. They also liaise with external suppliers when directed and provide administrative support to other members of the Procurement Service as needed.

• Direct reports: N/a;


• Indirect reports: N/a.

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: Co-operates.

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 twingraded 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 Pretrained 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.