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1. SUMMARYThe 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 financial operations and reporting for the: NATO-IS; NATO-wide pension funds and related funds (currently: Defined Benefit Pension Scheme, Provident Fund, Defined Contribution Pension Scheme and Retirees Medical Claims Fund); bodies and projects located at NATO HQ (currently NATO Naval Forces sensors and weapons Accuracy Check Site [FORACS] and Munitions Safety Information Analysis Centre [MSIAC]); Extra-Budgetary Funds (EBFs); 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 external Offices.Standards applicable to NATO in the finance area are the NATO Financial Regulations (NFRs) and Financial Rules and Procedures (FRPs), the IPSAS, the NATO Civilian Personnel Regulations (CPRs), and the NATO Code of Conduct.EBFs are defined as any financial contributions that are provided to NATO and that are not part of the annual common funded budget process governed by Section IV of the NFRs (e.g. Civil Budget). They fall under the NFRs category of non-appropriated funds and consist of trust funds, including those managed by NATO Agencies, and accounts held in the OFC to supplement specific common funded activities. A NATO EBF may be established/run for a single programme or a single project or used for multiple related activities either as one off individual events or multiple events over multiple financial years.The Office of Financial Control uses the Oracle EBS software for its operations and reporting.In accordance with the rules in force in the Organization, the Officer EBFs, under the supervision of the Deputy Financial Controller, has primary responsibility for the drafting, reviewing and negotiation of EBFs related documentation, such as fund and project modalities, Execution Management Agreements (EMAs), and grant and cooperative agreements. The incumbent is also responsible for the review and approval of the financial transactions relating to EBFs such as pledges, financial commitments and payments, ensuring that transactions are properly justified and documented and that comply with applicable regulations and modalities. S/he must also ensure that appropriate credits are committed to cover the financial liabilities associated with this type of transactions.Further, the Officer EBFs supports the Financial Controller in the development of policies and procedures relating to EBFs and is also involved in the production of relevant financial reporting information, in accordance with agreed standards.The incumbent will be expected to exercise initiative and creativity and to work with only limited supervision. S/he will be expected to manage a wide-ranging portfolio and to accept responsibility for bringing matters to completion and achieving required results. S/he should have good people skills and be able to work closely and effectively with finance colleagues, representatives of Divisions, EBFs governing boards and representatives of Allied Nations. The incumbent must have excellent analytical skills and appreciation of the relationship between financial and policy issues. S/he must be able to present EBFs documents and reports in a compelling, accurate, and clear manner.The Officer EBFs acts for, or represents, the Financial Controller, when required within the limits specified in applicable regulations and his/her warrant.2. QUALIFICATIONS AND EXPERIENCEESSENTIALThe incumbent must:have a university degree (or equivalent level of qualification) in economics, accounting, business administration, public administration, finance, management, or related discipline;have at least 3 years of experience in fields relevant to this post, such as financial management, budgeting, accounting, and controlling, acquired in international organizations, governmental or non-governmental organizations, and multinational organizations;demonstrate experience in the review and/or drafting of memorandums of understanding, cooperative agreements and similar types of institutional, non-commercial arrangements;have proven experience in stakeholders’ management, (interaction with senior representatives of corporate departments or business units, participation in management, audit, or financial boards or committees, management of relationships with third parties, etc.);have proven experience in the use of ERP systems such as Oracle e-Business Suite or SAP;demonstrate excellent communication and interpersonal skills;possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; and II (“Elementary”) in the other.DESIRABLEThe following would be considered an advantage:good knowledge of or familiarity with the organisation and operations of international organizations and more particularly the NATO International Staff, NATO International Military Staff, NATO committees and NATO agencies;knowledge of and/or experience with financial processes and regulations applicable to government or international organizations;knowledge of and/or experience with the management of trust funds, donations, and financial assistance programmes;significant recent experience in the use of Oracle Financials applications; andexperience in risk management applied to the management of third-party agreements, trust funds, grants or other types of financial assistance and cooperative programmes and activities.3. MAIN ACCOUNTABILITIESFinancial ManagementDraft, review and negotiate EBFs-related documentation, such as fund and project modalities, EMAs, pledge letters, and grant and cooperative agreements. Process, verify and approve, within the limits of the incumbent’s warrant, transactions relating to EBFs such as commitments, payments, and non-commercial agreements, ensuring that all transactions are properly justified and documented and that they comply with applicable regulations and EBFs modalities. Answer queries concerning EBFs, applicable financial arrangements, and management fees. Maintain the EBFs contribution tables and determine the amounts due from donors and amounts due to donors upon closure of EBFs. Prepare correspondence to Nations and follow-up on unpaid contributions. Correspond with EBFs Executing Agents to ensure accurate payment of invoices and financial reporting. Manage operations related to management and administration costs. In coordination with the Treasury Service, supervise the deposit and payment of funds, establish and collect invoices due, and reconcile with the EBF's bank accounts. In liaison with the Control, Accounting and Finance Service, prepare EBFs financial reports and conduct periodic closures of accounts. Contribute to the production and preparation of financial statements.Stakeholder ManagementBuild and maintain effective working relationships with representatives of Divisions, such as project managers and Budget Officers, representatives of national delegations of NATO member and partner nations, and members of resource boards and steering committees. Liaise with stakeholders and provide advice on solutions to business needs, associated financial risks and mitigation measures, and relevant policies and procedures. Maintain regular contacts with the Budget Planning and Analysis Service, concerning all budgetary and financial matters of the Civil Budget (e.g., financial arrangements and management fees) and the Office of the Legal Advisor, regarding the legal aspects of non-commercial arrangements. Maintain stakeholders’ confidence by respecting deadlines, showing professional competence, attending to detail, and maintaining confidentiality when appropriate. Ensure due diligence when collecting outstanding debts; exercising tact and diplomacy when required. Develop the role of the OFC as a service provider to other Divisions and member Nations, especially with regard to EBFs.Planning and ExecutionEnsure that optimised processes and documented procedures are in place to review, execute and record accurate and timely transactions and arrangements in accordance with relevant standards (NATO Financial Regulations, Trust Funds Overarching Guidance, IPSAS, CPRs, etc). Oversee processes that are required to document fund availability, ensuring the propriety of proposed expenditures and checking the financial viability of required payments and receipts in accordance with the NATO Financial Regulations and the Financial Rules and Procedures. Ensure that donations, projects, and dispositions of funds comply with applicable regulations and procedures. Support and contribute to the preparation of financial reports, financial plans, trust fund and EBF modalities, EMAs, memorandums of agreement, cooperative agreements and other similar documentation and instruments.Project ManagementRepresent OFC in meetings of project management and steering boards. Contribute and support EBFs programmatic activities and initiatives as expert in financial management, financial risks, and financial regulations and procedures. Work in close coordination with colleagues in the OFC and other areas of the NATO HQ to clarify financial management and procedural issues relating to non-procurement related transactions and project activities.Expertise DevelopmentSupport the Financial Controller in the shaping of OFC business processes to align them with best practices and generally accepted standards applicable to the administration and financial control of non-procurement related transactions and EBFs. Stay abreast of significant policy, methodological and technical developments relevant to the post’s duties. Represent the Financial Controller, as required, in fora dealing with budget execution, EBFs, financial management and reporting and related boards and committees.Policy DevelopmentContribute to policy development in the areas of programme and project management, development and negotiation of EBFs’ related arrangements (e.g., grants, cooperative agreements and EMAs) and management of EBFs. Establish and document the related internal control activities and procedures.Organisational EfficienciesReview relevant financial operations, processes and procedures to identify opportunities for the improvement of efficiency, effectiveness and control. Support efforts undertaken to implement new tools and solutions for the management of non-procurement related transactions and EBFs.Knowledge ManagementEnsure appropriate storage and sharing of knowledge and information relating to non-commercial transactions and EBFs. Monitor relevant risks and control activities. Communicate and share relevant information with other Services in OFC and with stakeholders in timely manner.Perform any other related duty as assigned.4. INTERRELATIONSHIPSThe incumbent reports to the Deputy Financial Controller. S/he works in close coordination with other enterprise projects and initiatives. S/he works closely with OFC Heads of Service as well as internal clients: Budget Officers and project and programme managers of Divisions, Independent Offices and Agencies, Executive Management (Human Resources and Budget Planning & Analysis), the Office of the Legal Advisor and others.Direct reports: N/AIndirect reports: N/A.5. COMPETENCIESThe incumbent must demonstrate:Achievement: Creates own measures of excellence and improves performance;Analytical Thinking: Sees multiple relationships;Clarity and Accuracy: Checks the work of others;Conceptual Thinking: Clarifies complex data or situations;Customer Service Orientation: Takes personal responsibility for correcting problems;Empathy: Is open to others' perspectives;Impact and Influence: Uses indirect influence;Initiative: Plans and acts up to a year ahead;Integrity: Acts consistently with personal values;Organisational Awareness: Understands organizational climate and culture;Self-Control: Manages stress effectively.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.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.7. 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 (for more information, please contact your local Civilian HR Manager);For all other applications: www.nato.int/recruitmentPlease note that at the time of the interviews, candidates will be asked to provide evidence of their education and professional experience as relevant for this vacancy.Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate) and approval of the candidate’s medical file by the NATO Medical Adviser.More information about the recruitment process and conditions of employment, can be found at our website (http://www.nato.int/cps/en/natolive/recruit-hq-e.htm)8. ADDITIONAL INFORMATION:http://www.nato.int/structur/recruit/info-doc/GENERAL_INFORMATION_EN.docx