Lead Officer, Resource Management (CAP Trust Fund)
Lead Officer, Resource Management (CAP Trust Fund)
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Job Description
1. SUMMARY
The mission of the Operations Division of the International Staff is to prepare NATO for the defence of Alliance territory to respond to crises at home and abroad and to strengthen the capabilities of partners. The Operations Division advances the core tasks of the Alliance (Collective Defence Crisis Management and Cooperative Security) by providing policy recommendations situational awareness advance planning well-exercised and executed crisis response and outcome-oriented defence and related security cooperation programmes.
Within the Operations Division the Defence and Security Cooperation Directorate (DSCD) facilitates political-military decision-making and programme implementation with partner nations to strengthen resilience promote integrity transparency accountability and good governance in the defence and related security sector and enhance the institutional and defence capabilities of partner nations so that they can better respond to crises at home and abroad. As the focus for NATO defence and related security cooperation initiatives the Directorate uses on integrated set of planning and programme implementation tools to develop effective and efficient state defence institutions under democratic control that comply with international norms and practices and to develop forces and capabilities that can operate effectively with NATO forces when appropriate. The Directorate plays a substantial role in the NATO One Partner One Plan concept to ensure coherence of cooperation with NATO partner countries.
Within DSCD the Resources and Portfolio Management (RPM) team manages the cooperative security trust fund portfolio as well as other financial resources and contracting mechanisms to enable capacity building programmes throughout NATOs area of operations.
Under the guidance of the Head Resources and Portfolio Management the incumbent oversees resourcing support to all projects in the consolidated portfolio of the Ukraine Comprehensive Assistance Package (CAP). The role involves ensuring appropriate advice is provided on funding sources and contracting modes directing agreement development with service providers ensuring coordination with NATO Agencies and numerous other third-party entities within and external to NATO. This work enables NATOs programmatic objectives as the incumbent ensures alignment of financial resources with anticipated programme needs and employs financial and programme management expertise including overseeing the preparation of accurate reports and engaging presentations and the provision of advice and viable well-thought-out recommendations to support leadership decision-making.
The officers primary responsibilities include managing the team responsible for the day-to-day operation of the CAP Trust Fund resource pool.
They will maintain close engagement with all relevant stakeholders in order to ensure the CAP programme is appropriately resourced enabled and successful. They will perform additional duties as required by the RPM Head.
2. QUALIFICATIONS AND EXPERIENCE
ESSENTIAL
The incumbent must:
- possess a university degree or equivalent qualification in a field relevant for this position (e.g. Administration Accounting Project/Program Management);
- have a minimum of 5 years recent experience in administration/accounting/finance or other related fields;
- have relevant experience with programme project and/or resource management;
- have experience leading and developing a team of professionals;
- demonstrate expertise with tools and concepts of financial management analysis and control procedures;
- have excellent written and oral communication skills including the ability to translate technical information into verbal / visual presentations for senior decision makers;
- possess the following minimum levels of NATOs official languages: (English/French): V (Advanced) in one and II (Elementary) in the other.
DESIRABLE
The following would be considered an advantage:
- a masters degree level in a relevant field;
- experience working in an International Organization and/or multicultural environment;
- knowledge of and experience planning or administering national bilateral assistance programmes security and defence transformation or reform and defence capacity building processes;
- experience drafting designing and delivering technical presentations to senior management;
- experience in the organization and management of multi-year projects;
- experience in life-cycle project management;
- experience using an Enterprise Resource Planning (ERP) system.
3. MAIN ACCOUNTABILITIES
Planning and Execution
Advise leadership and colleagues on the day-to-day operations of the assigned trust funds and civil budget contributing to established NATO financial planning processes. Enable the development and maintenance of financial management tools communicate and enforce best practices and international project management standards for DSCD programmes oversee tracking status of and reporting on funds execution consolidate and interpret reports of project delivery milestones to provide an accurate representation for leadership and Allied decision making. Provide regular updates to the Head Resources and Portfolio Management DSCD senior management and relevant NATO IS colleagues on financial status and activities.
Project Management
Oversee the development implementation monitoring evaluation and closure of projects supported by the trust funds and civil budget. This will include coordinating donor strategy to secure funding reporting on financial execution and providing guidance on Project and Budget Implementation Plans that correlate to tailored packages agreed by NATO Allies. Enable in close cooperation with the Risk Management and Monitoring & Evaluation (M&E) Officer the development and implementation of processes and tools to ensure integration of risk management as well as adequate monitoring and evaluation. Support the delivery of outcomes by working proactively with other relevant International Staff stakeholders to develop and implement timely and creative solutions to problems meeting client and organisational needs. Analyse the CAP programme in the context of programme and portfolio management seeking ways to improve working practices and procedures and working relationships with NATO IS stakeholders and contribute to standardisation of RPM systems and processes.
Financial Management
Ensure effective and efficient management of Trust Fund and Civil Budget resources including ongoing financial planning entering ERP transactions monitoring and validating use of funds producing contracting mechanisms to enable project delivery and reporting in transparent and useful ways to support strategic communication and decision-making. Contribute to regular and ad hoc financial reporting to Allies and donors. Provide well-thought-out advice and expertise to colleagues responsible for delivery of programmes and outcomes to maximise effective deployment of DSCD assigned resources.
Policy Development
Provide technical advice and resolve systemic problems concerning RPM and DSCD systems and structures to ensure effective and efficient resourcing of the CAP. Integrate lessons learned activities with stakeholders involved in project delivery seeking to exploit the information gathered to improve processes and procedures at the programmatic level. Lead the development of general and specific policy documents and recommended amendments relevant for the efficient implementation of the CAP programme.
People Management
Supervise the work of the CAP team within Resource Management assigning responsibilities and prioritising work to ensure successful and timely delivery of outputs. Foster a motivating and effective working environment. Proactively offer guidance to RPM Team colleagues and Ukraine Practical Support (UPS) staff. Inform Head Resources and Portfolio Management about team and individual performance and dynamics and raise sensitive matters making relevant and appropriate recommendations for resolution. Recommend and foster cultural and procedural changes to current roles structures and processes so as to ensure optimal functioning of the team. Contribute to CAP Resource Team understanding of and support to the Directorates and the Divisions priorities and objectives. Provide regular and fair feedback on CAP Resource Management team performance informally and formally in accordance with NATOs Civilian Personnel Regulations. Promote integrity professionalism and accountability through an inclusive culture.
Stakeholder Management
Support coordination with individual donors and oversee outreach to potential contributors to the CAP Trust Fund. Proactively liaise and coordinate with numerous CAP programme partners both within NATO (Delegations International Military Staff (IMS) International Staff (IS) Divisions) and with external stakeholders. Provide guidance and oversight of enhancement to the network of key stakeholders. Bring about and maintain constructive and mutually reinforcing relationships between DSCD and supporting NATO bodies.
Expertise Development
Contribute to coordination with Allies partners and UCT staff responsible for the CAP programme. Provide advice where appropriate on the development of tailored packages for specific countries and related objectives. Provide constructive suggestions and proposals on how to improve the efficiency of the administration of financial resources for the CAP programme. Develop and improve processes and procedures that support the DCSD Portfolio Programme and Project delivery. Proactively develop skills in areas such as planning and organization new technology languages and effective communication.
Information Management
Provide regular useful reports to Allies and donors as applicable per the reporting framework. Ensure timely and accurate records of financial status and activities related to DSCD project delivery.
Perform any other related duty as assigned.
4. INTERRELATIONSHIPS
The incumbent receives daily direction and guidance from the Head Resources and Portfolio Management. They supervise and mentor up to five Delivery Resource Team members and will maintain close working relationships with other staff in the Operations Division as well as throughout the Organization. Finally the incumbent will also have to deal on a regular basis with members of national delegations and partner missions as well as with officials from other countries and from international organizations.
Direct reports: Up to 5
Indirect reports: 2
5. COMPETENCIES
The incumbent must demonstrate:
- Achievement: Creates own measures of excellence and improves performance.
- Analytical Thinking: Sees multiple relationships.
- Clarity and Accuracy: Monitors others work for clarity.
- Conceptual Thinking: Applies learned concepts.
- Customer Service Orientation: Makes things better for the customer addressing underlying customer needs.
- Impact and Influence: Uses indirect influence.
- Initiative: Is decisive in a time-sensitive situation.
Teamwork: Solicits inputs and encourages others.
7. USEFUL INFORMATION REGARDING APPLICATION AND RECRUITMENT PROCESS
Please note that we can only accept applications from nationals of NATO member must be submitted using e-recruitment system as applicable:
- For NATO civilian staff members only: please apply via the internal recruitment portal (link);
- For all other applications: you apply to any position we encourage you to click here and watch our video providing 6 tips to prepare you for your application and recruitment process.
Do you have questions on the application process in the system and not sure how to proceed Click here for a video containing the information you need to successfully submit your application on time.
More information about the recruitment process and conditions of employment can be found at our website ( will be subject to receipt of asecurity clearance(provided by the national Authorities of the selected candidate) approval of the candidatesmedical fileby the NATO Medical Adviser verification of your study(ies) and work experience and the successful completion of theaccreditationand notification process by the relevant authorities.
NATO will not accept any phase of the recruitment and selection prepared in whole or in part by means of generative artificial-intelligence (AI) tools including and without limitation to chatbots such as Chat Generative Pre-trained Transformer (Chat GPT) or other language generating tools. NATO reserves the right to screen applications to identify the use of such tools. All applications prepared in whole or in part by means of such generative or creative AI applications may be rejected without further consideration at NATOs sole discretion and NATO reserves the right to take further steps in such cases as appropriate.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
