Менеджер(ка) з адміністративних та фінансових питань/ Administrative and Financial Officer – Представництво НАТО в Україні
OFFICE: NATO Representation to Ukraine
TITLE: Administrative and Finance Officer
GRADE: LES 6
SALARY: 2229.30 EUR per month (subject to local taxation)
WORKING HOURS: Full time
LOCATION: Kyiv, Ukraine
DEADLINE: 21 July 2024 COB
- SUMMARY
The NATO Representation to Ukraine (NRU) facilitates political and military dialogue and co-operation between the Alliance and Ukraine, as well as coordinating NATO’s practical support to Ukraine.
The NRU is a principal stakeholder in coordinating NATO’s Comprehensive Assistance Package (CAP), which provides a consolidated platform for NATO’s practical support to Ukraine. The CAP enables Ukraine to become more resilient, to better provide for its own security, and to carry out essential reforms, in particular in the security and defence sector.
A key role of the NRU is to provide advisory assistance to Ukraine’s security and defence sector regarding the implementation of Ukraine’s adapted Annual National Programme (aANP). This document, renewed yearly, outlines a range of institutional reforms aimed at preparing Ukraine’s integration into the Alliance.
Administrative and Finance officer is a lead on finance, HR and administrative matters within the Comprehensive Assistance Package for Ukraine team.
2. QUALIFICATIONS AND EXPERIENCE
a. ESSENTIAL
The incumbent must:
- a first level university degree in business/public administration/management, accounting or finance, operation management or a closely related field;
- a minimum of 4 years of directly relevant work experience
- a comprehensive knowledge of financial management and accounting;
- a comprehensive knowledge of HR management;
- languages: English, level 5 (Advanced); Ukrainian, level 6 (Proficient);
- no criminal record and pass security clearance.
b. DESIRABLE
The following would be considered an advantage:
- previous work experience in a similar position;
- previous work experience in an international organization, embassy, and/or in a military environment;
- professional financial or human resource management training or other relevant specialized training;
- flexibility to work outside of normal working hours, when necessary;
- excellent computer skills (MS Office applications).
3. MAIN ACCOUNTABILITIES
Act as Financial Officer:
- manage and act as a key POC for Programme finance and bank-related matters, accounting; preparing, approving and conducting payments in the banking system, conduct bank-related paperwork (registering new signatories, open-close programme cards, submitting replenishment requests etc.),
- prepare budget plans, budget revision, monitoring and monthly reporting to NATO Headquarters, Inc. any ad hoc budget and finance related forecasting and reporting; financial support to Programme related activities;
- initiate, administer and check provider selection processes and contracts with Project Officers, co-ordinate contracting and procurement processes according to the NATO rules and regulations prepare monthly payroll, keep track of policies of the organization and the Ukrainian legislation
- ensure liaisons and perform all relevant duties with Ukrainian partner institutions and banks, incl. payment procedures; administer VAT reimbursement procedures;
- maintain a link with the Parent Division at NATO HQ in the context of all finance related issues, including in close co-ordination with the Operations Division’s Budget Officer, and the CAP Team at the NATO HQ;
Act as a Human Resource Officer:
- coordinate Programme recruitment process (prepare and publish vacancy notices, collect the applications and conduct initial screening of applicants, communicate with applicants, organise interviews, draft selection reports etc.);
- onboard and register new team members (administer the registration in Directorate-General for Rendering Services to Diplomatic Missions (GDIP) and HQ, adding to insurance plan, registering at bank for the salary plan, liaise setting up IT for a new person etc.);
- administer teams leaves (collecting, checking and processing leave requests, managing relevant leave trackers);
- administer maternity and sick leaves for team members with GDIP;
- administer and track teams contracts and step increase processes,
- administer health insurance process for the team;
- administer resignations and offboarding of team members,
- support the local Programme Team Leader with team performance review process,
- ensure all the HR-elated processes are properly followed.
Act as an Administrative Officer:
- provide any administrative support required for the programme, its activities, travel of staff of participants, org events etc.
- support the Team`s leadership through provision of relevant inputs to CAP reports, translate documents, draft and deliver letters, provide administrative support to CAP activities and events, ensure co-ordination of information with the partners of the CAP;
- perform administrative functions in accordance with the CAP’s objectives:
- draft and translate documents and letters (English/Ukrainian);
- maintain and co-ordinate the Programme calendar;
- set up and maintain office infrastructure (stationery, equipment, and hardware);
- maintain and update the CAP vendors database, CV database, and electronic files and folders;
- improve and maintain filing systems for all relevant documents, materials and correspondence according to the CAP’s different objectives;
- support the CAP Team members with visa, registration and other administrative procedures, transport and accommodation booking for missions in Ukraine and to foreign countries;
- perform routine office tasks;
- demonstrate a professional, courteous and responsible client-oriented manner and maintain absolute confidentiality and security of NATO information;
- be willing to occasionally work irregular hours, as required;
- perform other duties, as required.
4. INTERRELATIONSHIPS
The Project Officer will work in adherence to the “One NATO” approach and take into account guidance and advice provided by the Head of the NLO. S/he will report to the Coordinator for the Comprehensive Assistance Package for Ukraine (CAP) at the NATO Representation to Ukraine through the Team Leader under the CAP.
5. COMPETENCIES
The incumbent must demonstrate:
- Achievement: Works to meet standards.
- Clarity and Accuracy: Monitors and checks work or information.
- Customer Service Orientation: Discovers and meets customer needs.
- Flexibility and Resilience: Adapts and works effectively in hazardous environment.
- Initiative: Is decisive in a time-sensitive situations.
- Organizational Commitment: Supports the organization.
- Self-Control: Responds calmly, respects other colleagues.
- Teamwork: Co-operates.
6. EMPLOYMENT CONDITIONS
The basic salary for this post is Euro 2229.30 EUR per month (subject to local taxation). Furthermore, the successful candidate will, receive social benefits (health care, including health and accident insurance). Where applicable, NATO may request Ukrainian authorities for staff members’ exemption from military mobilisation.
NATO may offer a three-year contract to the successful candidate, with the possibility of renewal for up to three years, during which the incumbent may apply for conversion to an indefinite duration contract. This possibility is based on the needs of NATO and on the performance of the incumbent.
The nature of this position may require the staff member to travel for work and/or to work outside normal office hours.
NATO may put specific security and safety procedures in place, based on the security situation in Kyiv, Ukraine. Security arrangements apply to all staff and all staff are required to follow instructions by the NRU Security Team, when on NRU premises or during duty travel.
The NATO Representation to Ukraine is a non-smoking environment.
7. HOW TO APPLY
Interested candidates are invited to apply by sending an email to the following address:
Please indicate “NATO-CAP Administrative and Finance Officer” in the subject line of the email.
Please attach the following documents (in English):
- CV/Resume (maximum two pages);
- Cover/Motivation letter highlighting how the candidate meets qualifications stated in this vacancy announcement (maximum one page);
- Contact details of at least two referees, preferably previous or current employers.
8. DEADLINE
The deadline for submission of the required documents is 21 July 2024 COB. Only shortlisted candidates will be contacted for the interview. Written, practical and language tests may also be conducted.
The selected candidate is to undergo security and suitability vetting as a condition of employment prior to taking up the position. The selected candidate should also be found medically fit to perform duties on the basis of a completed questionnaire.
