Staff Assistant (Finance & Travel)

The Staff Assistant (Finance & Travel) supports budgeting, purchasing, accounting, treasury, and auditing activities for the STRE Staff & NTECG within HQ SACT. The role involves maintaining finance logs, preparing budget documents, verifying invoices, and managing petty cash and property inventories in compliance with NATO Financial Regulations.

Responsibilities

• Performs administrative and fiscal activities on finance and for TDY requests for STRE Staff & NTECG.
• Maintains finance logs and ledgers to include local banking records, ledgers for annual budget expenditures and disbursement of Imprest Operating Fund (IOF) and other associated files applying NATO Financial Regulations.
• Prepares the annual budget cycle documents for STRE (Budget Estimates, Budget Authorization, Mid-year review, MTFP documentation, final authorizations and lapses credits) and other budgetary related forecasts.
• Maintains detailed accountancy records for funds authorized, committed and paid. Ensuring the archiving of all relevant supporting documentation to facilitate auditing of the accounts.
• Verifies commitments and invoices for budgetary imputation, completeness of the supporting documentation and mathematical accuracy.
• Provides monthly reconciliation of the accounts of IOF.
• Acts as STRE petty cash custodian.
• All Ranks Fund custodian.
• Responsible for the update of the Plant Property Inventory data.
• Responsible for oversight of Rationed Items (Privileges & Immunities).
• Responsible for the survey and write-off process of Non Expendable Items.

Requirements

• Higher Secondary education and completed higher vocational training in finance, accounting, business administration, economics, public administration or related discipline leading to a formal technical or professional certification with 3 years function related experience, or Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 5 years post related experience.
• At least 4 years experience in Finance and Accounting.
• At least 3 years experience in Administration.
• English – SLP 3322 - (Listening, Speaking, Reading and Writing)
• Must possess strong interpersonal and verbal/written communication skills.
• Capable of working effectively and harmoniously in a fast-paced multi-national environment, while representing and projecting the needs of SACT and ACT as a whole in a firm but diplomatic manner.
• Displays initiative in planning ahead and ability to find solutions to problems that arise in the daily conduct of responsibilities including resolution of schedule conflicts, working out details associated with travel plans, and finding solutions to problems with office equipment.
• The ability to adapt to flexible work patterns and work as part of a team; must be able to react quickly and without concern to last minute changes and to work independently.
• Must be able to work under pressure and should have a pro-active approach to his/her duties.
• May be required to assist at functions outside of normal work hours. Travel on temporary duty will not normally be required.
• Must be able to liaise effectively, internally with NATO military and civilian personnel, and externally with offices of foreign governments and agencies.
• The successful applicant will be required to apply for and receive a NATO SECRET Security Clearance prior to final confirmation of contract and commencement of employment.

Skills

• Finance and Accounting
• Budget Preparation
• Purchasing
• Treasury Management
• Auditing
• Invoice Verification
• Petty Cash Management
• Property Inventory Management
• NATO Financial Procedures
• Trip Planning
• Schedule Conflict Resolution
• Office Equipment Troubleshooting
• Interpersonal Communication
• Verbal Communication
• Written Communication
• Multinational Environment Adaptation
• Teamwork
• Independent Work
• Security Clearance Procedures

Languages

English