Vacancy Number: B01/0110
Post Number: OSC BAB 0040
Job Title: Assistant (Internal Review)
NATO Grade: B-4 Project Post (Limited Life)
Basic Monthly Salary (12 x per year): 3.319,35 €, tax free
Closing Date: 16 April 2010
SHAPE, the Supreme Headquarters Allied Powers Europe, is the Headquarters of Allied
Command Operations (ACO), one of the two major military commands of the North Atlantic
Treaty Organisation (NATO). ACO safeguards an area extending from the northern tip of
Norway to the eastern border of Turkey. This equates to nearly two million square
kilometres of land, more than three million square kilometres of sea, and a population of
about 320 million people.
Location: Casteau/Mons, 60 Km south of Brussels (Belgium)
Directorate: Finance & Acquisition Directorate
SHAPE is the Strategic Headquarters for Allied Command Operations. The Finance &
Acquisition Directorate is responsible for supporting the ACO Financial Controller (FC) in
execution of his roles as ACO Financial Controller and those of Financial Controller of
Supreme Headquarters Allied Powers Europe (SHAPE) and NATO Early Warning (NAEW)
Force Command, and as the principal financial management advisor to SACEUR.
SHAPE Financial Control Branch is responsible for the compliance with the NATO
Regulations and standards applicable to the use of NATO budgets. SHAPE Budget &
Review Section is responsible for the international military budget estimates under the
direction of the ACO Financial Controller, the Finance & Acquisition Directorate directs and
oversees all financial and contracting functional area activities across Allied Command
Operations and establishes/implements financial policies and procedures for ACO
organisations. It performs budget and fiscal management functions for the SHAPE
Headquarters and for centralised programmes managed at SHAPE, forecasts financial
requirements for the SHAPE HQ, prepares financial plans, budget estimates, mid-year
reviews and other funding requests and conducts internal reviews of the SHAPE HQ. The
incumbent functions as the Internal Review Assistant with the SHAPE Budget Section,
conducting reviews throughout the SHAPE Headquarters to include the Morale and Welfare
Staff Officer (Budget & Review), OSC BAB 0020.
The incumbent’s duties are:
Responsible for assisting in and documenting the day-to-day internal review activities
related to the SHAPE Headquarters set of books, which includes ACO Centralised budgets,
US Foreign Military Sales cases, NATO Security and Investment projects and other assigned
programmes, projects and budgets.
Perform database and record management of all internal review assessments and
report of all financial activities reviewed within the SHAPE.
Assist in the internal review activities.
Monitor the financial activities recorded in the NAFS accounting systems to ensure
compliance with existing rules and policies and informing the Section Chief of any potential
issues that would warrant a formal internal review.
Process Reports of Survey (ROS) and manage the ROS database.
Support the Budget Officer and Section Chief in the administrative management of
the SHAPE HQ budget.
Reconcile payments with the banks statements for the bank accounts accounted in
the SHAPE set of books.
Ensure receipts are reconciled with accounts receivables.
Issue and account for meal tickets.
Make emergency cash payments, if required.
Develop and carry out an annual internal review programme in accordance with
Conduct special review and analyse activities as required.
Conduct, in accordance with the NATO Financial Regulations (NFR), internal reviews,
the reviews, as a minimum, must cover disbursing, advance account holders, property
accounts, procurement activities, and non appropriated fund activities.
Budget authority is held: Responsible for the management of the overall travel budget of the
SHAPE HQ budget.
The employee may be required to perform a similar range of duties elsewhere within the
organisation at the same grade without there being any change to the contract.
The incumbent may be required to undertake operation deployments and/or TDY
assignments both within and without NATO's boundaries.
A. ESSENTIAL QUALIFICATIONS
(a) Experience in performing various activities involved in control of accounts and
financial activities; reconciliation of accounts, preparation of payrolls and examination of
vouchers; records and controls commitment, obligation and expenditure of funds;
preparation of reports of financial position; conducting cost accounting and analysis.
(b) Formal training in accounting or financial management.
(c) Ability to draft replies to inquiries and recommended changes to administrative
(d) Prior customer service experience.
(e) Experience in use of office automated software packages, particularly in use of
Higher Secondary education and intermediate vocational training in economics, accounting,
business administration, public administration, finance, management or related discipline
which might lead to a formal qualification with 3 years experience, or a Secondary education
and completed advanced vocational training in that discipline leading to a professional
qualification or professional accreditation with 4 years post related experience.
English SLP 3322 (Listening, Speaking, Reading and Writing)
NOTE: The work both oral and written in this post and in this Headquarters as a whole is
conducted mainly in English.
4. Standard Automatic Data Processing Knowledge
Word Processing : Working Knowledge
Spreadsheet : Working Knowledge
Graphics Presentation : Working Knowledge
Database : Basic Knowledge
eMail Clients/Web Browsers : Not Required
Web Content Management : Not Required
B. DESIRABLE QUALIFICATIONS
(a) Formal qualification in accounting, finance, business administration or related field.
(b) In-depth knowledge of office automation software packages (i.e. Microsoft and
(c) Experience at the senior level as an administrative clerk in governmental or
(d) Experience in NATO or other international agency.
(e) Experience in operation of the NAFS system or similar automated accounting
software based on Oracle Financials.
(f) Incumbent must be able to write initial draft internal review reports which clearly
identifies problems and recommendations for review by the Section Chief.
NATO Automated Financial System (NAFS) courses (AP, AR, GL, Travel).
3. Language - N/A
C. CIVILIAN POSTS
1. Personal Attributes
The incumbent is faced with interacting directly with mid-management to review procedures
and obtain information to conduct internal reviews. Sensitivity must be applied while
conducting these reviews in order not to be perceived as a threat to anyone in a work area.
Must be open to properly interpret suggestions and weaknesses identified during internal
reviews. Judgement must be applied to determine and sense if management is open and
providing the information requested.
2. Managerial Responsibilities
There are no first line reporting responsibilities.
3. Professional Contacts
The incumbent must be capable of working independently and must possess a good level of
initiative. The incumbent must perform work in accordance with published procedures under
the general supervision of the Section and Branch Chief. Refers unusual problems to
4. Contribution to the Objectives
Accuracy and timeliness of work directly impacts execution of support mechanisms needed
to conduct HQ operations. Correct performance of all functions contributes to ACO
compliance with statutory reporting requirements directed by the nations. Contributes directly
to operational mission objectives through provision of accounting support to deployed
headquarters and accounting for operational budgets.
5. Work Environment
The work is normally performed in a typical Office environment. Normal Working Conditions
apply. The risk of injury is categorised as: No Risk
D. REMARKS – N/A
- Serving staff members will be offered a contract according to the NATO Civilian
Personnel Regulations (NCPR) but are cautioned that this is a temporary civilian post and
that staff members who apply and are offered and accept the post will be assigned a definite
duration contract from the date of recruitment until 31 December 2012 in place of whatever
contract status they now hold and automatically forfeit entitlements to loss of job indemnity
associated with their previous status.
Newly recruited staff will be offered a definite duration contract from the date of recruitment
until 31 December 2012.
- Before applying for this position, please read carefully all the information contained in
the following webpage http://www.aco.nato.int/page205113721.aspx.