Staff Assistant (Financial Administration)

The Staff Assistant (Financial Administration) at SHAPE is responsible for day-to-day financial administration activities including travel support, subsidization, and reimbursement support for eligible Partner Nations. The role involves coordination with budget managers, travel offices, and partner representatives to ensure proper financial and travel arrangements in line with NATO directives.

Responsibilities

• Act as the primary point of contact as the main Financial Staff Assistant for all travel requests received from eligible Partners Nations related to Seat Allocation Process (SAP) and ACO Partnerships activities.
• Work in close coordination with the SAP Budget Manager and the ACO PD Budget Manager.
• Interact daily with PNMRs, Center of Excellences (COE), Partnership Training & Education Centers (PTEC) and other NATO Training & Education Facilities.
• Produce applicable NTO's and coordinate all travel arrangements for eligible Partners with the SHAPE Travel Office.
• Liaise with the Travel Service Provider collocated in the SHAPE Travel Office.
• Be the focal point for the application of the ACO Travel Directive and the Partnerships Financial guidance related to financial support to Partners.
• Prepare and process travel orders for all eligible partners, process commitments of funding for approval, making travel arrangements to satisfy mission requirements.
• Respond to partners inquiries relating to travel requests, funding and accounting related to their participation in Partnerships activities.
• Assist the SAP Budget Manager and PD ACO Budget Manager in controlling Travel funds.
• Assist the SAP Budget Manager and PD ACO Budget Manager in preparing and processing Partners travel reimbursements.
• Manage the SHAPE PD SP FIN Travel functional common email account.
• Perform operating funds checks in the NATO Automated Financial system (FinS).
• Maintain accounting records and produce reports as required.
• Produce reports on Outreach activities and specific breakdown of expenses as required.
• Respond to customer inquiries relating to travel requests and funding.

Requirements

• Secondary education and basic training in accounting, finance, management, business administration, public administration or related discipline for specific task related skills, with 2 years’ experience.
• Previous experience in Finance/Accounting administrative tasks.
• Ability to ensure an excellent customer service experience by anticipating needs and ensuring clear communication.
• Ability to work with an international admin staff comprised of a wide range of military and civilian backgrounds.
• English - SLP 3232 - (Listening, Speaking, Reading and Writing).
• Background in one or more of the following areas: Financial Management and Acquisition, Finance, Budgeting (desirable).
• Familiarity with Budget analysis and the furnishing of budgetary advice and guidance (desirable).
• Previous experience with the NATO Financial System (desirable).
• Capable of analytical thought.
• Possess an average level of written and oral communication skills.
• Possess a high level of diplomacy and tact for interacting with National representatives in multinational civil and military environments.
• Able to collaborate within a team environment and perform under pressure.

Skills

• Accounting
• Finance Administration
• Finance Management
• Budgeting
• Budget Analysis
• Customer Service
• NATO Financial Systems
• Travel Reimbursement
• Financial Reporting
• Analytical Thinking
• Written Communication
• Oral Communication
• Diplomacy
• Multinational Team Coordination
• Team Collaboration

Languages

English