Financial Assistant (Project post)

The Financial Assistant supports the Financial Officer in financial management tasks including budget preparation, execution, financial controls, procurement activities, and preparation of financial statements within the BICES Group Executive (BGX) at NATO. The role involves managing day-to-day finance transactions, maintaining accounting records, and liaising with various stakeholders to ensure effective financial operations.

Responsibilities

• Contribute to the effective functioning of the Financial Management Office and liaise with colleagues to leverage knowledge.
• Develop skills in planning, organising, new technology, languages, effective communication, and office/data analytics software.
• Engage with stakeholders in finance to improve procedures and practices within BGX.
• Prepare regular budget execution reports highlighting areas of attention for management.
• Coordinate with procurement and contracting officers to ensure funds availability for ordering goods and services.
• Process requests for payment, compare invoice amounts with commitments, and resolve inconsistencies.
• Collect, categorise, and track relevant information for tasks and projects.
• Maintain well-structured paper and electronic filing systems with document and version control.
• Type and format documents using NATO standard software and ERP systems.
• Maintain records of authorizations, commitments, and payments for Self-Funding Entities (SFE).
• Support preparation of Financial Statements and contribute to annual audits.
• Provide assistance in preparation of financial status reports.
• Contribute to continuous improvement of financial management tools and processes.
• Support financial team to execute BGX budget and liaise with Project Managers regarding fund management.
• Check credits availability, propose transfers, prepare commitments, purchase orders/contracts, and ensure payments within committed amounts.
• Perform financial and procurement activities in support of procurement on behalf of third parties.
• Ensure integrity of accounting records and reconciliation of balance sheet accounts.
• Assist in Treasury and disbursing functions related to contributions from nations.
• Support project completion activities as needed.
• Work closely with BGX Project/Band Managers, BGX Divisions' members, national representatives, NATO HQ, and NATO Communication and Information Agency.
• Maintain contacts with suppliers.
• Perform other duties as required.

Requirements

• Possess/have a higher secondary education and at least 3 years of experience in economics, accounting, business administration, finance, or related discipline.
• Have a sound knowledge of financial rules and procedures that govern international and multinational organisations.
• Have experience of budget preparation and control in the public sector or in an International Organisation.
• Have experience of assisting the preparation of financial statements in accordance with relevant accounting standards.
• Have experience of working in a financial management office that handles day-to-day finance transactions such as payments, invoices, receipts, expenses and financial records.
• Have practical experience in maintaining accounting records.
• Have experience in the use of Enterprise Resource Planning systems (ERPs) and working knowledge of office word processing, spreadsheet, graphics presentations and database software.
• Possess English Level V (Advanced).
• A degree or equivalent professional qualification in economics, accounting, business administration, finance, or related discipline is considered an advantage.
• Good knowledge of, and experience in the application of, International Public Sector Accounting Standards (IPSAS) is desirable.
• Knowledge and experience of NATO Financial Regulations (NFR) is desirable.
• Experience with Oracle E-Business Suite is desirable.
• Experience of working in an international or multinational environment is desirable.
• Possess French Level II (Elementary) is desirable.

Skills

• Financial Rules and Regulations
• Budget Preparation
• Budget Control
• Financial Statement Preparation
• Accounting Records Maintenance
• Financial Transaction Processing
• Enterprise Resource Planning
• Office Word-Processing
• Spreadsheet Software Knowledge
• Graphics Presentation Software
• Database Software
• International Public Sector Accounting Standards
• NATO Financial Procedures
• Oracle eBusiness Suite
• Public Sector Finance
• Finance Management
• Procurement Operations

Languages

English, French