Administrative Assistant

Brussels - Belgium

Monthly Salary: Not Disclosed

Posted on: 30+ days ago

Vacancies: 1 Vacancy

Job Summary

1. SUMMARY

The International Board of Auditors for NATO (IBAN) is an independent audit body composed of six members appointed by the North Atlantic Council (Council) from among candidates nominated by the member countries. Board Members are responsible for their work only to the Council. The Board carries out external audits of NATO bodies assimilated entities and of the NATO Security Investment Programme (NSIP).

IBANs mandate is to assure the Council and the governments of NATO member countries that funds were used according to authorization and that the financial statements are accurate and give a fair view of NATOs financial situation. IBAN also evaluates NATOs activities with regard to their economy efficiency and effectiveness.

In order to achieve this mandate IBAN performs 3 types of audits:

Financial audit an examination of the financial statements of NATO entities to check whether they are true and fair and their funds were properly used in accordance with the regulations in force.
Performance audit an evaluation of the economy efficiency and effectiveness of NATOs activities operations and programmes.
NSIP audit an examination of a cost statement presenting expenditures for investment projects relating to for example infrastructure equipment or information and communication systems implemented by NATO Nations or NATO entities.

IBAN conducts approximately 30 financial statement audits per year of NATO commands agencies benefit plans and other assimilated entities. IBAN also performs between 50 and 100 audits annually of NSIP cost statements presenting project expenditures addition three or more performance audits are carried out each year. The audit teams travel to NATO and non-NATO nations to carry out their work.

The IBANs work is guided by the three core values of independence integrity and professionalism:

Independence: IBAN is solely responsible to the Council for its work. It neither seeks nor receives instructions from any other authority.
Integrity: IBAN conducts its work in a fair objective balanced unbiased and non-political manner.
Professionalism: IBANs work is planned executed and reported in accordance with international auditing principles and standards.

Under the supervision of the Head Administrative Support Section & Administrative Officer the incumbent assists and supports the Board IBANs Middle Management and audit teams in their audit work of NSIP audits financial statements and performance audits. They are accountable for efficiently handling a wide range of support duties of an administrative and organisational nature for IBAN as well as other work as assigned.

2. QUALIFICATIONS AND EXPERIENCE

ESSENTIAL

The incumbent must:

have a general education at least to higher secondary level;
have a minimum of 4 years experience in an administrative support role;
have experience in using various software packages in particular the Microsoft Office suite (Word Excel Outlook PowerPoint and SharePoint) or similar;
have experience drafting formatting and editing official documents;
demonstrate the ability to manage and prioritise multiple tasks simultaneously;
demonstrate strong drive for teamwork flexibility and resilience to changing requirements;
have strong communication skills both oral and written;
possess the following minimum levels of NATOs official languages (English/French): V (Advanced) in one; III (Intermediate) in the other.

DESIRABLE

The following would be considered an advantage:

knowledge of document management/retrieval systems and database software such as MS ACCESS;
an advanced level of English (level V) both oral and written;
experience in using Enterprise Resource Planning (ERP) software;
experience in maintaining and updating collaborative tools;
have knowledge of auditing process and
a higher level of education.

3. MAIN ACCOUNTABILITIES

Planning and Execution

Assist with the effective preparation and planning of NSIP audits as well as financial statements and performance audits when necessary. Format and review NSIP audit reports for approval by the Board issue approved NSIP audit reports and ensure NATO and internal IBAN databases are up to date. Perform necessary follow-up with the audit teams and ensure proper correspondence with NATO entities and Nations. Organise own workload to ensure the accurate and timely execution of duties.

Organisational Efficiencies

Provide constructive suggestions to improve office procedures. Find ways to be faster better and more effective in managing information and using office tools. Contribute to the identification of opportunities for organisational efficiencies within ones own field of expertise.

Information Management

In collaboration with other administrative staff prepare and distribute documents for meetings of the Board. Ensure updating of the IBAN Access databases and maintain an effective follow-up and/or reminder system for pending actions within the section as well as a general correspondence log for NSIP audits. Ensure that NSIP audit results are inputted to NATO databases in a timely and correct manner. Prepare and format different type of documents Ensure formatting of audit reports and documents prepared by IBAN are in accordance with IBAN and NATO standards. Oversee the paper flow into and out of the office including retrieving and organising correspondence/documents (including classified information). Work with the audit software used by IBAN to assist auditors in the conduct of the audits.

Expertise Development

Research data on NSIP NATO entities and their audits as directed. Proactively develop skills in areas such as planning organisation new technology languages and effective communication. Liaise with other IBAN administrative staff to leverage knowledge.

Knowledge Management

Create and update the files needed for IBAN audit missions including collection and filing of project documents in IBAN and NATO automated particular maintain well-structured paper and electronic filing systems for NSIP and Board documentation.

Stakeholder Management

Liaise with points of contact to ensure efficiency in daily management of workload and processes especially for Board Members Middle Management and audit staff when at the office in Brussels or abroad on mission. Be the point of contact for administrative questions concerning NSIP audits. Interact on a regular basis with the NATO Office of Resources (NOR). Maintain all lists of internal and external contacts.

Project Management

Maintain and update the IBAN internal collaborative sites. Maintain and improve the internal audit databases to meet the requirements and needs of IBAN.

Perform any other tasks as assigned.

4. INTERRELATIONSHIPS

The incumbent reports to the IBAN Head Administrative Support Section & Administrative Officer on an overall basis and carries out administrative and support work for the Board members the Senior Auditor for NSIP audits the Senior Auditor or Principal Auditor for financial statements audits and performance audits and the auditors. They collaborate regularly with other Assistants Board Members Middle Management and audit teams.

Direct reports: N/a.

Indirect reports: N/a.

5. COMPETENCIES

The incumbent must demonstrate:

Clarity and Accuracy: Checks own work.
Customer Service Orientation: Takes personal responsibility for correcting problems.
Empathy: Listens actively.
Flexibility: Acts with flexibility.
Initiative: Is decisive in a time-sensitive situation.
Organisational Awareness: Understands organisational climate and culture.
Teamwork: Expresses positive attitudes and expectations of team or team members.

6. CONTRACT

Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years duration; possibility of an indefinite duration contract thereafter.

Contract clause applicable:
In accordance with the NATO Civilian Personnel Regulations the successful candidate will receive a definite duration contract of three years which may be followed by an indefinite duration contract.

If the successful applicant is seconded from the national administration of one of NATOs member States a 3-year definite duration contract will be offered which may be renewed for a further period of up to 3 years subject to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years.

Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.

NOTE:Irrespective of previous qualifications and experience candidates for twin-graded posts will be appointed at the lower grade. Advancement to the higher grade is not automatic and will not normally take place during the first three years of service in the post.

Under specific circumstances serving staff members may be appointed directly to the higher grade and a period of three years might be reduced by up to twenty four months for external candidates. These circumstances are described in the IS directive on twin-graded posts.

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.

8. ADDITIONAL INFORMATION

NATO is committed to diversity and inclusion and strives to provide equal access to employment advancement and retention independent of gender age nationality ethnic origin religion or belief cultural background sexual orientation and disability. NATO welcomes applications of nationals from all member Nations and strongly encourages women to apply.

NATO is committed to fostering an inclusive and accessible working environment where all candidates living with disabilities can fully participate in the recruitment and selection process. If you require reasonable accommodation please inform us during your selection process.

Candidates will be required to provide documented medical evidence to support their request for accommodation.

Building Integrity is a key element of NATOs core tasks. As an employer NATO values commitment to the principles of integrity transparency and accountability in accordance with international norms and practices established for the defence and related security sector. Selected candidates are expected to be role models of integrity and to promote good governance through ongoing efforts in their work.

Due to the broad interest in NATO and the large number of potential candidates telephone or e-mail enquiries cannot be dealt with.

Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature albeit at the same or a lower grade provided they meet the necessary requirements.

The nature of this position may require the staff member at times to be called upon to travel for work and/or to work outside normal office hours.

The organization offers several work-life policies including Teleworking and Flexible Working arrangements (Flexitime) subject to business requirements.

Please note that the International Staff at NATO Headquarters in Brussels Belgium is a non-smoking environment.

For information about the NATO Single Salary Scale (Grading Allowances etc.) please visit ourwebsite. Detailed data is available under the Salary and Benefits tab.

NATO does not charge any application processing training interviewing testing or other fee in connection with the application or recruitment process. For more info please click here.

1. SUMMARYThe International Board of Auditors for NATO (IBAN) is an independent audit body composed of six members appointed by the North Atlantic Council (Council) from among candidates nominated by the member countries. Board Members are responsible for their work only to the Council. The Board ca...