Vacancy Number: B02/0314 Post Number: OSC BTS 0030 Job Title: Analyst (Financial Management Systems) NATO Grade: B-5 Basic Monthly Salary (12 x per year): 3 928,00, tax free Closing Date: 17 April 2014 Duration of contract: Serving staff members will be offered a contract according to the NATO Civilian Personnel Regulations (NCPR). Newly recruited staff will be offered a definite duration contract of three years normally followed by an indefinite duration contract. GENERAL BACKGROUND: 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. POST DESCRIPTION: Location: Casteau/Mons, 60 Km south of Brussels (Belgium) Division: J8 POST CONTEXT SHAPE is the Strategic Headquarters for Allied Command Operations. The J8 Division 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 Financial Advisor to SACEUR and as Head of the J8 Division. The J8 Division is responsible for ensuring proper financial and acquisition management throughout ACO encompassing policy development, implementation and oversight in all aspects of the budgetary, accounting and contracting activities of ACO commands. Under the direction of the ACOS J8 (FINCON), the ACO Corporate Accounting and Control Branch (ACO CAC) is responsible for developing policy, procedures and revision of processes for accounting, cash management and financial management system issues ACO-wide. Provides corporate-level accounting, financial system management and cash management services to ACO, including financial activities related to SHAPE. The branch ensures that financial resources are managed efficiently and reported in a clear and comprehensive manner, is maintaining the official centralized accounts and producing financial statements for the nations which present a true and fair picture of the financial situation of the Allied Command Operations. The branch functions also as the ACO central office for management and coordination of user aspects of the centralized 1
ERP systems and integrates contributions from other organisations to operate the financial system as a single NATO-wide system. As per NATO Software Management Guidance, this Cell directs and oversees over user aspects of development, implementation, and user operation of ACO elements of the NATO Financial System. Integrates manpower and financial contributions from other user agencies (such as ACT) to operate the system as a coordinated, configurationmanaged capability supporting all user agencies participating in the coordinated support programme. This post provides functional support to the NATO-wide Financial system user community regarding functional support issues, information and documentation, and training support. Acts as Functional Helpdesk Co-ordinator and assists the ACO Functional Analyst in supporting the automated financial system and related tools and documents. REPORTS TO Cell Chief (Financial Management Systems), OSC BTS 0010. PRINCIPAL DUTIES The incumbent s duties are: Responsible for the tasks associated to day-to-day user support and management of the automated accounting system in support of NATO HQs and agencies, and more specifically the ACO HQs. These tasks include the following: 1. Day to day support to implemented financial system: - Responsible for co-ordinating system configurations and maintenance with the Service Provision Authority (SPA). - Provides system subject matter expertise to various users within designated service delivery team(s). - Provides functional troubleshooting in assistance to the Functional Analyst, also working closely with the SPA - Technical Helpdesk on system issues requiring client background and understanding of customer specific use cases. - Responsible for integration management & troubleshooting. - Provides assistance with report writing for designated service delivery team(s). - Designs and prepares financial reports to be used by all ACO community. - Provides assistance, information and guidance to the NATO-wide financial system users and expert advice on the use of the Financial Management System (Oracle ERP) FinS modules to all ACO Community. - Assists with the development, preparation and review of Standard Operating Procedures for FinS and other financial management systems under Financial Management System Cell FMS control. - Acts as co-ordinator, first line Fin System Helpdesk, for all users issues which can be escalated to the SPA. - Cooperates with the ACO Functional Analyst in the financial core data maintenance in the system. 2. Co-ordination with SPA: - Monitors and prioritises open tickets solutions, providing regular statistics on trouble tickets using the application management software and tools. - Acts as client advocate for prioritization of incidents, driving results and incident response times. 3. Change Requests to the implemented financial system: - Recommends system enhancements to the key-users to enable process efficiencies and reduce manual efforts. - Responsible for incident & enhancement management, monitoring and managing testing process regarding user enhancements. 2
- Responsible for conducting/monitoring activities in the Change Advisory Board Program, in assistance to the Chairman of the Change Advisory BoardCAB. - Cooperates with the ACO Functional Analyst in finding solutions of functional problems and coordinates with the SPA Technical Helpdesk the problems related to dysfunctions of the system and Change requests. - Assists in the testing of improvements/enhancements to the system. 4. Financial System Patching and Upgrade (for FinS): - Responsible for the testing of patches and upgrades. - Responsible for the admin coordination of all tasks related to system upgrade involving all ACO users. - Assists in the data cleansing and migration of financial systems. - Assists in performing fit-gap analysis related to the implementation of projects related to FinS. - Assists in the co-ordination of NATO-wide end users requirements for the Financial System and provides support with the work towards the Logistics Functional Services Capability Package. 5. Information Management: - Establishes and maintains a document management system including its file structure for the entire division but more specifically for all aspects relating to the financial management systems under FMS control. - Maintains and updates the FinS on-line help capability. - Manages the FMS Web pages. 6. FinS Access management: Responsible to manage FinS users and grants considering specific segregation of duties. 7. Maintenance of approval flows: Responsible to maintain approval flows based on financial regulations and change in personnel. 8. Updates the subledger accounting (SLA) setup and Multi-Org used in R12(MOAC) accesses as required. Supervisory duties: He/She may also supervise a team of consultants (2 to 6). There are no first line reporting responsibilities. ADDITIONAL DUTIES The incumbent may be required to undertake deployments in support of military operations and exercises, and/or TDY assignments, both within and without NATO boundaries up to 30 days. 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. QUALIFICATIONS ESSENTIAL QUALIFICATIONS 1. Professional/Experience - Knowledge and 3-year experience in use of automated accounting systems. - Training and/or broad experience in the use of all activated ERP modules within the NATO environment, including Account Payable (AP), Account Receivable (AR), General Ledger (GL), Purchasing (PO), APM (Advanced Procurement Module), Cash Management (CM,) travel and Fixed Assets( FA). 3
- Deep knowledge in Oracle E-Business Suite (ebs) Release11i and Release12) in both functional and technical areas oriented towards software configuration, implementation and development. - At least 3 years experience in business requirements definition, mapping and setup; creation and execution of unit and system integration test cycles; creation of user guide manuals and end user training. - At least 3 years experience of support production environments and users on a daily basis; assistance to data migration from legacy systems and open interfaces; log, view, access, monitor and follow-up on Oracle Applications Patch Management. - Knowledge and 3-year experience in use of automated accounting systems knowledge and 3-year experience in use of database. - Experience in management of financial system information, as a fundamental business resource, to ensure that the information needs of the business are met. This experience should also include overall responsibility for compliance with regulations, standards and codes of good practice relating to information and documentation records management, information assurance and data protection. 2. Education/Training Higher Secondary education and completed higher vocational training in management information systems, computer science, business administration, public administration, finance, economics, accounting or related disciplines leading to a formal technical or professional certification with 3 years function related experience, or a Secondary education and completed advanced vocational training in one of those disciplines leading to a professional qualification or professional accreditation with 5 years post related experience. 3. Language English SLP 3333 (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 : Working Knowledge email Clients/Web Browsers : Working Knowledge Web Content Management : Working Knowledge DESIRABLE QUALIFICATIONS 1. Professional/Experience Specialisations: Proficiency knowledge of spreadsheet, database and web content management. Specific Experience: - Previous financial management, budget, or fiscal experience in a military headquarters/ international organization. - Previous experience in managing a small team. - 5-years experience in operation of the ERP system, like Oracle latest releases or customised ERPs (CNAFS, FinS), including financial and accounting modules. - 5-years experience in use of databases. - At least 3 years experience in providing functional helpdesk support. 4
2. Education/Training - Professional training in management information systems, computer science or related discipline with 5 years function related experience. - Oracle Financial System courses or any other ERP. 3. Language - N/A CIVILIAN POSTS 1. Personal Attributes The incumbent will need to display a high degree of professionalism and expertise in performance of his/her assigned duties. As the incumbent s decisions and actions impact the effective and efficient NATO-wide operation of the NATO Automated Financial System, he/she must exercise excellent judgment, in order to achieve results which safeguard NATO s interests and image as well as meeting the demands and needs of the operational community. He/she must be able to carry out assigned duties in a business like and professional manner and to be responsive in a customer oriented environment. In his/her work, the incumbent must demonstrate a high energy level, personal integrity, and a sense of loyalty to the organisation. The incumbent must be able to work closely with military, civilian and consultant personnel. 2. Managerial Responsibilities N/A 3. Professional Contacts The individual will be required to make working-level contact with vendors/consultants. He/She will also have routine interface with Budget, Officers and Finance and Accounting (A3/A4) and other staff of subordinate/ support Headquarters throughout NATO. 4. Contribution to the Objectives The incumbent is responsible for ensuring the availability of an important mission support and management system. The incumbent provides direct support to operational mission objectives through proactive identification of system shortcomings and resolution of customer's problems, thereby ensuring the availability of the system to provide accurate accounting of NATO's resources. 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 / risk might increase when deployed. REMARKS N/A HOW TO APPLY FOR A NATO CIVILIAN POST AT SHAPE: Applications for civilian employment should be made for a specific vacancy using the official shape application form that you will find with the job description of the current NATO civilian vacancies at the following address: http://www.aco.nato.int/page205113721.aspx and should be submitted exclusively electronically to rsc.recruitment@shape.nato.int not later than the closing date in order to be considered. 5
Only applications completed in accordance with the following instructions will be taken into consideration. The others will be rejected automatically. It is imperative that the subject line of your e-mail starts with the vacancy number, and further includes the post title and the grade of the post for which you are an applicant. Your application will not be taken into consideration if this information is omitted from the subject line of your e-mail. A) The application form and its supporting documentation (i.e. continuation sheets and copies of certificates) could be sent in a single e-mail containing a maximum of two electronic files (file 1: application form, file 2: supporting documentation). For technical reasons, the supporting documentation should not be attached to an internet link (i.e. personnel website, etc...). B) File 2 should be a single document of a maximum of 4 pages containing a copy of the qualification/certificate covering the highest level of education required by the job description. If this certificate is not in one of the two official NATO languages, you should include a translation into French or English. C) Candidates must answer each question completely in English (preferably) or in French. D) Expressions such as: please see attached CV, please see annex, please see enclosed document etc are not acceptable; this is a cause of immediate rejection of the application. Particular attention should be given to boxes 8a (Secondary education), 8b (Higher education), 8c (University education), 8d (Other education/training) and 15 (Employment record, which should contain a summary of work and for which, if necessary, continuation sheets can be added). E) If necessary you will be requested to supply documentary evidence in support of the statements you make in your application. Do not, however, send any additional documentation (such as certificates of other education/training, evaluation sheets, job descriptions, letters of appreciation/recommendation etc ) until you have been asked to do so by the SHAPE recruitment office and, in any event do not submit the original texts of references or testimonials unless they have been obtained for the sole use of the shape recruitment office. F) If you are or have been a NATO International Civilian, please indicate last grade and step held, and specify in which NATO body you are/were employed. G) If you are or have been employed as a civilian in one of the coordinated organisations, please indicate last grade and step held, and specify in which organisation you are/were employed. Remarks: A) Only nationals from the 28 member states can apply for vacancies at SHAPE. the member states are: Albania, Belgium, Bulgaria, Canada, Croatia, Czech Republic, Denmark, Estonia, France, Germany, Greece, Hungary, Iceland, Italy, Latvia, Lithuania, Luxembourg, The Netherlands, Norway, Poland, Portugal, Romania, Slovenia, Slovakia, Spain, Turkey, United Kingdom and United States of America. B) All applications are acknowledged by return-e-mail. Should you not receive an acknowledgement within 3 working days of submitting your application, please resubmit the application to rsc.recruitment@shape.nato.int. C) Note for the personnel officers: if you have qualified redundant staff of same grade, please let us know by message not later than 03 April 2014. D) Due to the large amount of applications received for all vacancies, telephone, e-mail or telefax enquiries cannot be dealt with. 6