Budget Officer

1. SUMMARY

The Budget, Planning and Analysis (BPA) Section, within Executive Management Division, analyses, proposes for approval and negotiates the NATO Civil Budget. BPA consolidates the five year Medium Term Financial Plan (MTFP) and the annual Civil Budget estimates. BPA coordinates services rendered by the IS to NATO Allies, NATO bodies and the Partner Nations. BPA is responsible for the Occupancy Policy on the NATO Headquarters and issues invoices for all services rendered. It monitors the execution of the Civil Budget, in coordination with the NATO Office of the Financial Controller. The NATO Civil Budget operates in an Objective-Based Budgeting (OBB) framework, which includes the sustainable development and improvement of an International Staff Operational Performance Measurement (OPM) system.

The Officer, BPA Section contributes to the development of policies, procedures and plans related to budgetary matters and to the monitoring of their consistent implementation. S/he prepares the compilation, analysis and presentation of the budget(s) for the International Staff (IS) Civil Budget.

The incumbent is responsible for conducting budget, cost and performance analyses, and for writing financial reports, which also include recommendations. S/he will assist in compiling, analysing and preparing Civil Budget planning and execution as well as assist in preparing other detailed budgetary and financial documents for separate entities.

2. QUALIFICATIONSANDEXPERIENCE

ESSENTIAL

The incumbent must:

• hold a University Degree, or equivalent level of qualification, in fields relevant for the position (ex. accounting, finance, statistics, economics or business administration);
• have at least 3 years of experience in budgeting;
• have a good knowledge of IT tools, such as Databases, ERP, and cost modelling and budget planning tools;
• have experience in forecasting, modelling and budget planning;
• possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; II (“Elementary”) in the other;
• have experience in drafting and editing reports and documents.

DESIRABLE

The following would be considered an advantage:

• knowledge of various types of budget and financial control procedures, as well as budget execution;
• working experience within an international organisation and/or national government;
• knowledge of accounting standards (e.g. IPSAS).
  

3.MAINACCOUNTABILITIES

Knowledge Management

Prepare correspondence, documents or reports for submission to the Budget Committee which relate to the budget(s) during all stages up to final approval or implementation. Oversee the development, maintenance and expansion of databases used by the Section as a repository for various information such as: statistical data, financial analyses and budget related documents. Provide forecasts for certain categories of expenditure, including personnel, pensions and operating costs. Analyse, prepare, execute and i m p leme n t cost recovery systems and methodologies for the total scope of stakeholders and customers within the NATO- Wide Community.

Expertise Development

Build reporting, forecasting and modelling tools for cost analysis, and medium and long term budget scenarios, using available IT Tools such as Databases or ERP. Develop and initiate processes to improve existing methodologies for allocating costs to internal and external customers. Conduct specific analytical studies on request, reviewing and addressing financial and budgetary implications.

Project Management

Assist in the conception, implementation, execution and control of an activity/objective-based budget. Assist and conduct internal cost or performance controls. Monitor budget execution and analyses variances on a regular basis in support of projects or p ro g ra mme s . Contribute to screening, analysing and consolidating budget proposals and information received from customers prior to their inclusion in budget estimates. Actively contribute to and lead the Budget documents as requested.

Stakeholder Management

Collaborate with Divisions and Independent Offices, NATO Agencies and Nations to ensure that all parties adhere to set procedures and regulations. Communicate complex budget data in a clear and concise manner to interested parties ensuring customer needs and organizational requirements are covered. Attend ad hoc committee and working group meetings that address financial matters.

Information Management

Oversee and contribute to the efficient flow of information within the Section. Coordinate timely responses and actions. Maintain an effective follow-up and/or reminder system for pending actions within the Section. Provide constructive suggestions to improve office procedures. Find ways to be faster, better and more effective in managing information and using office tools.

Perform any other related duty as assigned.

4. INTERRELATIONSHIPS

The incumbent reports to the Head of Budget, Planning and Analysis Section as a member of a small team. S/he will participate as a supporting staff member in Budget Committee meetings; participate in various ad hoc Committees and working groups dealing with financial or budgetary matters. S/he will liaise with all International Staff services, Senior Management and Leadership, with National Delegations, Partner Nations and other NATO Bodies as required.

Direct reports: N/a

Indirect reports: N/a.

5. COMPETENCIES

The incumbent must demonstrate:

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