Vacancy Notice Vacancy Number: 16023 Grade: B-5 Title: Staff Assistant (Financial System/CIS) Division/Office: Finance Division, NAEW&C HQ NATO Body: HQ NAEW&C Force GK Country: Germany Closing Date: 29 July 2016 Point of Contact: Mr. R. Gülpen, 02451-632340 Mrs. S. Janshoff, 02451-632344 1. GENERAL: Applications are invited for the post listed above. This post is due to be filled as soon as possible. Applicants are required to strictly adhere to the instructions on how to apply in order to ensure that their applications receive full and proper consideration. Please note that only applicants who succeed in the initial screening will receive a response. In order to follow the status of a vacancy please refer to our web site www.e3a.nato.int. In principle, applications will only be accepted from nationals of the following countries which contribute to the budget of the NAEW&C Force HQ: i.e. Belgium, Czech Republic, Denmark, Germany, Greece, Hungary, Italy, Luxembourg, Norway, Poland, Portugal, Romania, Spain, The Netherlands, Turkey, United Kingdom and the United States of America. Note: The only exception to the above is when applications are received from NATO International Civilian (NIC) serving staff members. Potential candidates are herewith informed that this recruitment process may be suspended or discontinued prematurely at any point in the future as a result of ongoing developments and decisions relating to organizational, structural, or financial issues, or for any other valid reasons. Consequently there can be no guarantee that any candidate will ultimately be appointed to this post. Any future employment may be affected by possible changes to the establishment and/or new NATO Civilian contract policy. NIC serving staff members will be offered a contract according to the NATO Civilian Personnel Regulations (NCPR). Newly recruited personnel will be offered a definite duration contract. Normally the Civilian Personnel Selection Board (CPSB) will only consider the applications of candidates fully meeting all the essential qualifications of the job description. When no candidates apply who meet all the essential qualifications, the CPSB may decide to consider candidates not possessing all of the essential qualifications. If such candidates are selected, they will be appointed at a lower grade and their employment contract will stipulate the conditions under which the grade attached to the post can be granted and the employment contract confirmed.
2. POST CONTEXT: The NAEW&C Force is a unique organization operating as a multi-national fully integrated Air Force, with responsibilities of a Sending State and Force Provider. The comprehensive process-based, mission-orientated Force Review, endorsed by the North Atlantic Council (NAC), confirmed that there is a requirement for the Force to fulfil many of the MOD and Air Headquarters functions that typically support a national air force as well as the specific responsibilities placed upon the Force Commander by NAPMO MoUs. The NAEW&C Force HQ organizational and functional structures enables independence and separation of governance, oversight, regulatory functions and responsibilities from the execution level (E-3A/D Components), particularly the E-3A Component and Mission System Engineering Centre (MSEC) collocated NATO Air Base Geilenkirchen. To make the most efficient and effective use of a smaller HQ PE, the two-level hierarchy uses a reach up, reach down concept whereby the NAEW&C Force HQ allots some of its resources, to support the services or resource requirements of the E-3A Component Commander. The reach up, reach down capability will be reflected in appropriate NAEW&C HQ Job Descriptions. The Finance Division is headed by the Financial Controller, who serves as principal financial advisor within NAEW&C i.a.w. Art. 21 25 of NATO Financial Regulations (NFR). The incumbent provides support to the Financial Controller as the primary advisor with regards to the financial (IT) systems and the underlying processes and procedures across the NAEW&C Force and interfacing external organizations (ACO, NATO Agencies and Industry). He also supports Head Finance Division in coordinating all executive and administrative tasks across the Division and in cooperation with other HQ organizations regarding the functional CIS systems (hardware, software and support). 3. REPORTS TO: Division Head (Finance), or designated supervisor. 4. PRINCIPAL DUTIES: Responsible for: The incumbent s duties are: The Functional Analyst s primary responsibilities are to support and manage effective, efficient use of the centralized Financial System (FinS) solution and the relevant interfaces (e.g. PILS, Agencies SAP) within the NAEW&C; to facilitate business and transactional processes, and manage compliance with the contingent workforce management program defined by the organization. The Functional Analyst is also the primary point of contact with the key-users of the NAEW&C-wide Community. Acts as the NAEW&C POC for FinS issues. Advocates the system within the NAEW&C, facilitating progressive standardisation of processes on FinS-based systems, and arranging for development of new applications to meet the needs of customers, in particular regarding electronic workflows. The incumbent is responsible for administering the day to day operation of the FinS installation and its interfaces, duties include: Performs as first line support for NAEW&C staff requiring assistance related to FinS application software and related tool. Performs duties as the NAEW&C POC with NCIA applications system administrator, ensuring controls/security of the system.
Designs and builds management and financial reports to be used by all NAEW&C Community and its counterparts (NATO Agencies, Industry). Functions as liaison between NAEW&C and NATO agencies for all FinS terminal, server or software problems; coordinates updates and patches as directed by ACO J8. Entering/maintaining other core data elements in FinS (i.e. travel destinations, mode of travel, etc.). Performing specific actions to prepare the system for new fiscal years in FinS as part of the end of year procedure. Adds and deletes FinS users as necessary, ensuring proper security controls are maintained. Runs sign-on audit reports to ensure password safety, and resets passwords as required within safety protocols. Updates or sets-up users/responsibilities in FinS, ensuring proper segregation of duties and security controls are maintained. Troubleshoots FinS problems and workflow issues related to FinS utilisation within NAEW&C using specific tools (i.e. Oracle Workflow, Oracle Discoverer, etc.). Implements any system changes as directed by ACO J8 FinS Configuration Management Board and coordinates the resolution of issues between the FinS Help Desk and the NAEW&C. Serves as the FinS Report Facilitator, responsible for maintaining the availability of required reports, purging ad-hoc one-time reports, and the creation of new reports as required. Assists in the determination of required reports for management. Assisting the FinS Application Database Administrator in updating specific data needed after patch or upgrade installation, including testing of functionality of existing system configurations. Liaising with other HQ Divisions, the NAEW&C Wing and Groups regarding new or established IT requirements with financial implications and impacts. Supervises all transactional processes related to the centralized FinS installation, including consolidation, budget, contracting, cash management and accounting activities. Provides expert advice on complex systems analysis and design; identifies the need for new systems (or modifications to existing systems) or responds to requests from users; develops plans for feasibility assessment, requirements specification, design, development and implementation. Tracks and monitors project progress against plan, requirements, quality measures and standard processes; liaises with users on all aspects and during all phases of development and implementation. Is actively involved in the execution of the most complex aspects of IT projects with relevance to finance systems, specifically business processes analysis, review and design; oversees development of document, ensuring that all design aspects are addressed and control and security mechanisms are established. Prepares technical and user documentation; prepares detailed technical presentations. Keeps abreast of developments in the field and determines the need for testing and evaluating new products and technologies as directed by ACO J8; provides leadership on introducing and advising technological changes; prepares various technical reports. Responsible for coordinating and participating in all tasks required during preimplementation and implementation of an upgraded system, in support of ACO J8 for NAEW&C. Provides assistance to the users during the post-implementation period of the financial system and subsystems. Performs other related duties as required.
5. ADDITIONAL DUTIES: Responsible for: May be tasked to execute technical and/or managerial functions over other elements within the Division during absence of principals. Substitutes for other supervisory personnel as directed by the Division Chief. Performing other related duties as assigned; May be required to undertake operational deployments and/or TDY both within and outside NATO s boundaries; For operational or other valid reasons, the incumbent may be required, at the discretion of the responsible supervisor, to carry out a similar range of duties in any organisational element of the headquarters, at the same grade, without necessitating a change to the employment contract. This situation could continue for an unspecified period during which the aforementioned operational or valid reasons prevail. NB: For this purpose, the responsible supervisor is defined as the head of the organisational element within which both ranges of duties are located; Required to participate in exercises, contingency and emergency operations. In this connection, will be required to wear protective clothing/equipment unless exempted for medical reasons. During these periods, may temporarily be required to perform duties outside the normal scope of this job description to support mission accomplishment; Responsible to maintain a level of personal fitness appropriate to the assigned duties and responsibilities; Attends, as directed, additional training courses/programmes relevant to the mentioned duties; 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 work is normally performed in a typical Office environment. Normal Working Conditions apply. The risk of injury is categorised as: No Risk. 6. ESSENTIAL QUALIFICATIONS: a. Professional/Experience: Minimum experience of 2 years in financially related field of public administration (e.g. Finance&Accounting, Budgeting, Disbursing), with a minimum of 1 year in financial systems support. A minimum of 2 years of experience in project management, business process reengineering, change management or related field. At least 5 years practical experience with operation of automated accounting systems used in the public or private sector. Practical experience in the design, development, implementation, testing and maintenance of modern information systems in a LAN/WAN environment. Basic knowledge of the operating systems and application development environments to include programming languages and relational database systems that are currently used for modern information systems. b. Education/Training: University Degree in business administration, public administration, finance, economics, accounting or related discipline and 2 years function related experience, or a Higher Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 4 years post related experience. The post related experience must be mainly gained in finance organizations (e.g. Finance&Accounting, Budgeting, Disbursing).
c. Security Clearance: NATO SECRET d. Language: Standard NATO Language Profile (SLP). The 4-digit SLP refers to listening, speaking, reading and writing in that sequence; the level number stands for: 1 Elementary; 2 Fair (limited working); 3 Good (minimum professional); 4 Very Good (full professional); 5 Excellent (native/bilingual). English 3333 Note: The work, both oral and written, in this post and in this headquarters as a whole, is conducted mainly in English. e. Standard Automated Data Processing (ADP) Knowledge: The four NATO standards of ADP Knowledge are: No Knowledge, Basic Knowledge, Working Knowledge, and Advanced Knowledge. Word Processing: Working Knowledge Spreadsheet: Working Knowledge Graphics Presentation: Working Knowledge Database: Advanced Knowledge E-Mail Client/Web Browser: Working Knowledge Web Content Management: No Knowledge f. Physical/Medical Prerequisites: Must fulfill medical prerequisites of occupational health code as specified in the HQ NAEW&C Force GK Occupational Health Examination Programme. 7. DESIRABLE QUALIFICATIONS: a. Professional/Experience: Financial Management Financial Analysis Business Analysis Specific Experience: 5 years experience in a financially-related field. Experience as an administrator or fund manager in NATO or other multi-national organisations. Four years of experience in managing and coordinating large scale projects integrating new policies, processes, technology & organisation is requested. Experience in operation and/or support of NATO Financial Systems. Experience and knowledge in the application of NATO financial rules and regulations. Indepth knowledge of Structured Query Language (SQL). In-depth knowledge of Oracle Financial Applications, and Oracle system administration. Experience and knowledge in International Public Sector Accounting Standards (IPSAS). Broad experience, at least 4 years in project management, business process reengineering, change management, information systems. Knowledge of systems design, and development, management, implementation and maintenance of complex information systems. Ability to develop and oversee complex application infrastructure design and implementation, such as CRM and EIDMS; conceptual and strategic analytical capacity to understand information system and business operational issues so as to thoroughly analyze and evaluate critical systems matters.
Knowledge of a range of computer languages and development paradigms, knowledge of organization s information infrastructure and IT strategy as it relates to user area(s). b. Education/Training: Professional accounting qualification. A university degree (BS, BA, or equivalent) in finance, accounting, management, information systems, or related field coupled with 5 years post-related experience, or a higher secondary education with professional technical training leading to a professional accounting qualification or country-specific equivalent, coupled with 10 years related professional experience. 8. CIVILIAN POSTS: a. Personal Attributes: The incumbent will need to display a high degree of professionalism and technical expertise in of his/her assigned duties. As the incumbent s decisions and actions impact the financial position and propriety in the use of financial resources of NAEW&C, he/she must exercise excellent judgement, while acting with persuasion and diplomacy, in order to achieve results which safeguard NATO s financial interests and image. He/she must be able to carry out assigned duties in a business like and professional manner and to be responsive to the needs of the system users. He/she will need to be aware of the legal and economic aspects of every potential transaction. In his/her work, the incumbent must demonstrate a high energy level, personal integrity, and a sense of loyalty to the organisation. He/she must have strong ethics and sound business judgement for working in a financial environment. Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. The incumbent must have a strong aptitude for system troubleshooting, analysis and technical problem solving, plus prior client operations support or client-interfacing experience. Ability to absorb technological evolution and learn new softwares quickly. b. Professional Contacts: Maintains regular day-to-day internal professional contacts within the Division and at supervisory / managerial levels at the NAEW&C on behalf of the Financial Controller as well as with all staff members involved in budgetary/fiscal activities, on matters pertaining to assigned responsibilities and duties. Most contacts are at staff level, generally ranging up to OF4/5. He/she maintains frequent external professional contacts with NAEW&C IT/CIS support staff, including supporting NATO Agencies and companies. Frequent contacts with FinS users from all NAEW&C and other NATO bodies, including reporting to ACO J8 as the supervisory FinS organization. c. Contribution to the Objectives: The incumbent contributes to mission objectives by proactively identifying problems for resolution by himself, ACO J8 and the IT/CIS support of the NAEW&C (including NCIA), and ensuring the availability of important mission and management support systems. The incumbent will support operational mission objectives through his/her assistance in establishing and operating the accounting systems supporting deployed headquarters.
d. Work Environment: The work is normally performed in a typical Office environment. Normal Working Conditions apply. Work is normally performed in offices and conference rooms located on the premises of a military air base. Incumbent is required to routinely perform work utilising Personal Computer or Laptop. The exposure to noise and a/c fumes is moderate to none. Risk of injury, therefore, is normally limited to those hazards occurring on a routine basis in an office environment. e. Shift Work: No shift work, except during exercises and deployments, times of tension and crisis. 9. SALARY AND CONDITIONS OF EMPLOYMENT: Salary and conditions of employment will be in accordance with the NATO Civilian Personnel Regulations (NCPR). The monthly basic salary, including current adjustments, for a NATO B-5 post in Germany is 4.727.03. The salary and allowances paid by the organization are exempted from income tax. The place of duty will be at the NATO Air Base Teveren, near Geilenkirchen, Germany. 10. APPLICATION PACKAGES (Hereinafter referred to as Applications): PLEASE READ CAREFULLY (How to Apply) Candidates are requested to strictly adhere to the following instructions: a. Applications must be forwarded to the following address: HQ NAEW&C Force GK Civilian Personnel Branch/Recruitment Post Box 411008 D-52511 Geilenkirchen b. Applications must quote the above-mentioned advertisement number. c. Only applications containing complete and pertinent information and documentation will be taken into consideration. As a minimum, application packages must include a fully completed HQ NAEW&C Force GK Application Form and a fully completed Post Requirements Form (both forms can be obtained on the following Internet site: www.e3a.nato.int). Candidates must answer every question on both forms completely in English. Expressions such as please see attached CV, please see annex, please see enclosed document, etc. are not acceptable. d. Applications must also include documentary evidence of the educational and vocational requirements as listed under essential qualifications. Applicants are further requested to supply documentary evidence in support of the statements made in the application (such as certificates of other education/training, evaluation sheets, job descriptions, letters of appreciation/recommendation, etc.). Do not submit the original texts of references or testimonials. Any documentation submitted in a language other than English must be accompanied by at least an unofficial translation.
e. If you are or have been a NATO civilian (or a civilian in one of the Coordinated Organizations), please indicate your last grade and step held, and specify in which NATO Body (or Coordinated Organization) you are/were employed. f. Applications should be submitted by normal mail (German military personnel and German BMVg civil servants must send their applications through BMVg P II 4 in accordance with ZDv 14/5) to reach the above address not later than the above-mentioned closing date in order to be considered. 11. SERVING MEMBERS OF THE INTERNATIONAL CIVILIAN STAFF OF ANY NATO BODY: Article 57.1 NCPR: Serving members of the international civilian staff of any NATO body may apply for this vacancy. The applications of such staff members shall be examined together with those of outside candidates. Where relevant qualifications and suitability are equal, preference will be given to serving candidates. 12. REDUNDANT STAFF: Article 57.2 NCPR: Staff members who become redundant shall be given the opportunity to apply for the vacant posts throughout the organization and the candidature of such staff members for a post of their own grade shall be considered before other recruitment is put in hand.