Chief Assistant
1 dag geleden


NCI Agency is seeking an General Ledger Chief Assistant to join our Office of Accounting and Operations. In this role, you will be focused on assisting in the development of, and implementing policies and procedures which relate to all General Ledger (GL) and statutory accounting related matters within the Agency and on monitoring / overseeing GL transactions and processes and reports to the Senior Administrator (General Ledger).

You will work closely with representatives of other business areas, the Agency’s sponsors / customers and with the NATO staff.

You will be part of a small team driving large impact, enabling our business to operate more efficiently. You need to be flexible, innovative, and passionate.

The Financial Controller (FC) acts as the General Manager’s principal financial advisor, and is personally accountable for the correct application of funds approved for use of the Agency and its supported programmes.

Under the direction of the Financial Controller, the NCI Agency Finance Directorate is responsible for all aspects of the planning, financial control, management and execution of the assigned resources of the NCI Agency, and any NATO Security Investment Programme (NSIP) funds authorized to the Agency.

It is responsible for the promulgation of NCI Agency financial management policies and procedures related to the management of funds and co-

ordinates all relevant financial matters with external bodies and organizations. It is responsible for Financial Management, Fiscal, and Accounting functions throughout the NCI Agency, both at Headquarters as well as CIS Support Units (CSUs).

Within the Agency, leads on developing costing for CIS Services (Cost Modelling), and the financial aspects of Memoranda of Understanding and other agreements.

The Office of Accounting and Operations is responsible to record and maintain audit trails on events and transactions that (may) have an impact on the organization’s performance, assets, liabilities and net equity.

  • The Office exercises control and protects the organisation’s assets at all levels (corporate, business unit, programmes, sector components and customers;
  • including individual projects and services or product lines). The Office is responsible for ensuring accounting policies comply with NATO’s Financial Regulations, Financial Rules and Procedures and the International Public Sector Accounting Standards applicable for NATO.

    To assure continued compliance the Office actively participates in the follow-up of evolving standards and practices, and the adaptation of its own policies in accordance with these evolutions.

    Role responsibilities : Under the supervision of the Senior Administrator, you will perform duties such as the following :

  • Assist in the development of, and implementing policies and procedures (e.g. Standard Operating Procedures) which relate to all General Ledger (GL) and statutory accounting related matters within the Agency;
  • Monitor / overseeGL transactions and processes and report to the Senior Administrator (GeneralLedger);
  • Contribute to the timely preparation and reconciliation oftrial balances required to produce financial statements and / or other financialreports;
  • Support the NCI Agency’s GL activities, includingproviding advice on policy and procedures to staff both inside and outside the Section,in coordination with the GL Senior Administrator;
  • Maintains and schedules relevant accounting processes inthe applicable financial system; Support to the day-to-day GL process whenneeded, and the preparation of journals / accounting entries at GL level withinthe applicable running finance system(s);
  • Provide input and coordinate the Agency’s accountingactivities in accordance with the NATO Accounting Framework - adaptedInternational Public Sector Accounting Standards (IPSAS) -

  • and NCI AgencyAccounting policies;
  • Maintain accurate, up-to date GL journals and ensuretimely processing of GL transactions / journals and monitoring of back-log

  • Identify and implement opportunities for process improvementwithin GL section;
  • Liaise with the Human Resources to process payrolltransactions and updating the appropriate financial accounts in accordance withthe NATO Civilian Personnel Regulations (CPR's), NATO Financial Regulations(NFRs), Financial Rules and Procedures (FRPs), Agency Directives and guidance;
  • Supports payroll data load in the applicable financialsystem and resolution of issues related to that on a monthly basis

  • Support maintenance of proper accounting balances / records,such as correct entries in the GL, and supporting files for GL transactions / journals,including safeguarding of proper documentation and justifications of sub-ledgerentries;
  • Maintain Master Data with CoA and relevant set-up itemswithin applicable financial system; prepare detailed reports and periodicreconciliations / account analysis for all sub-

  • ledgers accounting transactionsthat are posted and accounted for within the applicable finance systems and thatthese reports aggregate into the trial balances;
  • Contribute to draftingStandard Operating Procedures (SOPs) and other documentation, as needed,for periodic closure activities within the financial system ensure timelyclosure of the relevant sub-ledgers;
  • As assigned, contribute to the preparation of theAgency’s Annual (and Interim) Financial Statements for review and comments bysenior management and support preparation of responses to IBAN (External Auditor)enquiries on the Financial Statements;
  • Act as GL SME (Subject Matter Expert) on matters relatedto system(s) implementation and support audit field work performed by IBAN withresponses to queries raised during the audit;
  • Contribute to resolution of accounting related issuesfrom the system perspective in the applicable financial system Contributes tothe reconciliation process between Financial Modules and Project AccountingModules;
  • Represent, as required, the Finance Directorate at Agencyor external meetings / working groups etc;
  • Deputize for higher grade staff, if required;
  • Performs other duties as may be required.

    Qualifications required :

    We are looking for a candidate with a Vocational training at higher level in a relevant discipline(such as finance / accounts payables, accounting, banking or treasury), or a higher educational qualification but less practical experience.

    Exceptionally, a less formal educational background combined with particularly relevant practical experience may also be acceptable.

    Experience required : In addition to 10 years’ post related experience, you will also have the following :

  • Current GL management experience;
  • The ability to develop and maintain financial data and contribute to financial statement preparation;
  • Experience in the use of Oracle Financial Modules;
  • Knowledge of International Public Sector Accounting Standards (IPSAS);
  • Experience in finance shared services.
  • The following will be considered as an advantage :

  • Knowledge of NATO Financial Regulations;
  • Use of Oracle R12;
  • Recognised professional accounting certification / qualification;
  • Public sector experience;
  • Prior experience of working in an international environment comprising both military and civilian elements;
  • Knowledge of NATO responsibilities and organization, including ACO and ACT.
  • Competencies required :

    We are looking for a person who demonstrates the following behavioural competencies : Adhering to Principles and Values -

    Upholds ethics and values; demonstrates integrity; promotes and defends equal opportunities, builds diverse teams; encourages organisational and individual responsibility towards the community and the environment.

  • Applying Expertise and Technology - Applies specialist and detailed technical expertise; uses technology to achieve work objectives;
  • develops job knowledge and expertise (theoretical and practical) through continual professional development; demonstrates an understanding of different organisational departments and functions.

  • Analysing - Analyses numerical data and all other sources of information, to break them into component parts, patterns and relationships;
  • probes for further information or greater understanding of a problem; makes rational judgements from the available information and analysis;
  • demonstrates an understanding of how one issue may be a part of a much larger system . Adapting and Responding to Change -

  • Adapts to changing circumstances; tolerates ambiguity; accepts new ideas and change initiatives; adapts interpersonal style to suit different people or situations;
  • shows an interest in new experiences.

  • Achieving Personal Work Goals and Objectives - Accepts and tackles demanding goals with enthusiasm; works hard and puts in longer hours when it is necessary;
  • seeks progression to roles of increased responsibility and influence; identifies own development needs and makes use of developmental or training opportunities.


  • Business travel to NATO and national (NATO and non-NATO) facilities as well as frequent travel between the NCIA offices;
  • May be required to undertake duty travel to operational theatres inside and outside NATO boundaries.
  • Language skills

    Most of the work of the NCI Agency is conducted in the English language, and therefore a thorough knowledge of English, both written and spoken, is essential and some knowledge of French is desirable.

    Contract NCI Agency normally offers contracts of employment of a definite duration, not exceeding three years. Contracts may be for less than three years as required to support short-

    term projects, meet uncertainty with respect to the business outlook, staff performance and other factors.Definite duration contracts may be extended for further periods.

    When extending contracts, the following is taken into consideration :

  • Renewal is in the interest of the Agency.
  • Staff member's desire to remain with the Agency.
  • The financial situation provides sufficient funding for the post held.
  • The skills, competencies and behaviours, potential and work experience of the staff, versus the requirements of the Agency's work and / or availability of funding.
  • Staff member has served the Agency with performance to the required standard as defined by the Agency,
  • Staff member's deployability to operational theatre.
  • Serving civilian members of NATO will be offered a contract in accordance with the NATO Civilian Personnel Regulations.The first six months of definite duration contracts are a probationary period.

    During this period the staff member's work is assessed to ensure that he / she has the ability to carry out the duties of the post.

    At or before the end of the probationary period, the staff member will be notified in writing that the appointment is confirmed or terminated or, in exceptional cases, that the probationary period is extended.

    What do we offer? Excellent tax-free salary, including (where eligible) expatriation household and children's allowances and additional privileges for expatriate staff.

  • Education allowance for children (where appropriate) and an excellent private health insurance scheme.
  • Generous annual leave and home leave (if eligible).
  • Retirement Pension Plan.
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