Administrative and Financial Assistant, NRU

Post Number:               LNRU021
Primary Location:        Kyiv, Ukraine
NATO Body:                  NATO Representation to Ukraine
Schedule:                      Full-time
Grade:                           Locally Engaged Staff Grade 6
Salary :                          2 268,84 EUR per month (subject to local taxation)
Application deadline:    23:59 on 21 03 2025

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 (ANP). This document, renewed yearly, outlines a range of institutional reforms aimed at preparing Ukraine’s integration into the Alliance.

The Administrative and Financial Assistant supports the Financial Services Team Lead as well as other FAO team members as needed, for a broad range of financial, organizational, and administrative activities related to financial transactions, cash flow, and overall administrative arrangements of the NRU. This post is located in the Financial Services Team. The Administrative and Financial Assistant reports directly to the Financial Services Team Lead.

QUALIFICATIONS AND EXPERIENCE

a. ESSENTIAL

The incumbent must:

• be a citizen of Ukraine or have permanent residence in the country;
• possess higher secondary education qualification
• have a minimum of four years of directly related experience in financial, administrative or organisational;
• have excellent knowledge using Microsoft Office applications;
• languages: English, level V (Advanced); Ukrainian, level VI (Proficient);
• have no criminal record and pass security vetting.

b. DESIRABLE

The following would be considered an advantage:

• flexibility to work outside of normal working hours when necessary;
• experience as a financial or administrative assistant, or similar position, at the local, national, or regional Government level, or with an international organisation or embassy;
• experience working in a military environment.
• a university degree in a relevant field.

MAIN ACCOUNTABILITIES

• Support the Financial Services Team Lead regarding administrative and financial matters, including but not limited to bank accounts & cards management; cash flow, operational and programmatic financial transactions; preparing payment orders; supporting logistic services, missions & travel claims and payments; assisting financial reporting and analysis; processing invoices; enforcing internal controls, supporting accounting and compliance; performing financial reconciliation; processing tax and VAT transactions;
• Contribute to NRU Operating Budget execution monitoring, reporting, and re-forecasting;
• Contribute to NRU Staff Missions and travel organization; facilitate organisation and coordination of NRU staff missions and travel through maintenance of coordination of NRU staff missions and travel plans; support booking of accommodations and other travel requirements with local and international services providers; coordinate invoicing and payments requests accordingly with Financial Transaction Services; maintain records and logbooks accordingly;
• Support administrative services; coordinate with national authorities and suppliers as required; manage NRU logistics/transportation services; prepare customs documents and process accreditation requests; manage records and archives; process replenishment requests;
• Support or stand in for members of the Finance and Administration Section as necessary;
• Perform other duties as required.

INTERRELATIONSHIPS

The Administrative and Financial Assistant works under the overall leadership of the Head of the NATO Representation to Ukraine, reporting to the Head Finance & Administration Section, through the Financial Services Team Lead.

COMPETENCIES

The incumbent must demonstrate:

1. Achievement: Works to meet standards.
2. Analytical Thinking: Sees basic relationships.
3. Clarity and Accuracy: Checks own work.
4. Conceptual Thinking: Sees patterns based on life/work experience.
5. Customer Service Orientation: Takes personal responsibility for correcting problems.
6. Empathy: Reads non-verbal cues and understands meanings.
7. Impact and Influence: Takes multiple actions to persuade.
8. Initiative: Is decisive in a time-sensitive situation.
9. Teamwork: Cooperates.

EMPLOYMENT CONDITIONS

The basic salary for this post is 2 268,84 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.

HOW TO APPLY

If interested, please contact [email protected], indicating the job title in the subject line and attaching your CV and any other documents you deem relevant, such as a motivation letter. Please provide contact details for at least two people who can provide reference regarding your performance in your previous position(s).

The deadline for applications is 23:59 on 21 03 2025. NATO will accept no applications beyond this deadline.

Recruiters will invite shortlisted candidates for on-line written tests and interviews.

Please note NATO will not accept submissions, in any phase of the recruitment and selection, prepared in whole or in part by means of generative artificial-intelligence (AI) tools, including and without limitation to chatbots, such as Chat Generative Pre-trained Transformer (Chat GPT), or other language generating tools. NATO reserves the right to screen applications to identify the use of such tools. All applications prepared, in whole or in part, by means of such generative or creative AI applications may be rejected without further consideration at NATO’s sole discretion, and NATO reserves the right to take further steps in such cases as appropriate.

NATO is committed to diversity and inclusion, and provides equal access to employment, advancement, and retention, independent of gender, age, nationality, ethnic origin, religion or belief, cultural background, sexual orientation, and disability.