VACANCY NOTICE

OFFICE: NATO Liaison Office under the NATO Representation to Ukraine

TITLE: Administrative and Financial Officer

GRADE: LES 6

WORKING HOURS: Full time

LOCATION: Kyiv, Ukraine

DEADLINE: 12 June 2023 COB.

1. SUMMARY

The NATO Liaison Office in Ukraine (NLO) was established in 1999 to facilitate political and military dialogue and co-operation between the Alliance and Ukraine. In recognition of the growing importance of the NATO-Ukraine partnership, the NATO Representation to Ukraine (NRU) was established in March 2016. The NRU is composed of the NLO and the NATO Information and Documentation Centre (NIDC) and is led by the Head of the NATO Representation to Ukraine.

At their meeting in Warsaw on 9 July 2016, the Heads of State and Government of the NATO-Ukraine Commission endorsed the Comprehensive Assistance Package (CAP) for Ukraine. The objective of the Package is to consolidate and enhance NATO’s assistance for Ukraine. This will enable 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. In response to the Russian invasion of Ukraine, at the 2022 NATO Summit in Madrid, Allied Heads of State and Government endorsed the Political Framework for the Extraordinary Review of the CAP aimed at delivering urgently needed non-lethal military assistance to Ukraine and supporting Ukraine in long-term recovery.

The CAP is a fast-paced, multidimensional co-operation framework, requiring close co-operation between NATO and Ukraine and effective inter-agency co-ordination in Ukraine, including day-to-day management of CAP activities across all of its work strands, and work to ensure the involvement of several organisations of Ukraine’s defence and security sector being involved in implementation of the CAP.

This job announcement presents a perfect opportunity for a professional interested in joining the CAP Team at the NLO and work on delivery of CAP activities in Ukraine.

2. QUALIFICATIONS AND EXPERIENCE

•  •  ESSENTIAL

The incumbent must possess:

• • a first level university degree in business/public administration/management, accounting or finance, operation management or a closely related field;
• • a minimum of 6 years of directly relevant work experience
• • a comprehensive knowledge of financial management and accounting, including input to cash flow, expenses processing and supplier payments;
• • languages: English, level 5 (Advanced); Ukrainian, level 6 (Proficient);
• • no criminal record and pass security clearance.

• •  DESIRABLE

The following would be considered an advantage:

• • 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 RESPONSIBILITIES

The person is a key POC to NRU Administrative and Financial officers, HQ HR and finance officers.

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 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 Administrative and Financial 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 Defence and Security Cooperation Team Leader for the Comprehensive Assistance Package for Ukraine in the NATO International Staff Operations Division through the Programme Deputy Team Leader.

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: Adapts and works effectively within a variety of situations.
• • Initiative: Is decisive in a time-sensitive situation.
• • Organizational Commitment: Supports the organization.
• • Self-Control: Responds calmly.
• • Teamwork: Co-operates.

6. CONTRACT AND REMUNERATION PACKAGE

For the selected candidate, we can offer a competitive salary and social benefits (health care, including health and accident insurance), a generous leave package, and the opportunity to work in a very inspiring international environment.

The successful candidate will be offered a 3-year full time contract with possible extension, based on continued programme funding and satisfactory job performance.

7. HOW TO APPLY

Interested candidates are invited to apply by sending email the following address:

[email protected]

Please indicate “NATO-CAP Administrative and Financial 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 12 June 2023 COB. Only shortlisted candidates will be contacted for 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.