ITIL Financial Manager

Brussels - Belgium

Monthly Salary: Not Disclosed

Posted on: 2 days ago

Vacancies: 1 Vacancy

Job Summary

Within the International Staff (IS) the Information Communication and Technology Management (ICTM) Independent Office provides support and services to the North Atlantic Council (NAC) its Committees IS staff and when required to Member and Partner Nation Delegations based in the HQ. The Office comprises of three pillars: Business Relationship Management (BRM) Business Solutions Management (BSM) and Digital Information Management Services (DIMS).
The Business Relationship Management (BRM) Section is the Intelligent Customer representing the ICT needs of IS staff ensuring these are met efficiently and effectively and always improving the way IS staff work.
BRM owns manages and delivers standard IT requirements to IS staff and ensures that all incoming requests for new IT services and new business requirements are validated and delivered according to agreed SLA standards and requirements set in projects.
Reporting to the Head BRM the incumbent is responsible for the line management of the ICTM Budget Officer and the coordination and overall management of the ICTM finances covering the budgeting; procurement; execution; and administration of ICTMs annual multi-year and in-year finances. The incumbent coordinates the establishment of the Service Level Agreement with the NCIA and monitors the delivery of the requested services. This work supports the successful delivery of technical outcomes by ensuring proper alignment of the allocated financial resources to anticipated project needs supporting the relevant procurement activities performing accurate monitoring of budget utilization and timely financial execution reporting while reacting actively to the evolution of the budget execution and reallocating funds to the areas with the best return of investment.
The role entails collaboration with the Budget Officers within the IS and of other NATO entities operating in NHQ who receive services from ICTM and with the NCIA teams including the local CSU team in NHQ as well as close coordination with the Office of the Financial Controller.
The ITIL Financial Manager might occasionally deputize for the Head BRM during their absence.

2. QUALIFICATIONS AND EXPERIENCE

ESSENTIAL
The incumbent must:
possess a university degree in accounting economics business administration financial management or field relevant for the role;
have at least 3 years of relevant experience in IT financial management including cloud financial management cost control and budgeting;
possess strong analytical and modeling skills with experience in financial analysis and reporting;
have experience in developing and managing IT service cost models including cloud cost models;
have experience in managing culturally diverse teams;
have experience in managing supplier contracts;
have experience with procurement processes within an international organisation;
knowledge of the ITIL framework;
be able to quickly acquire a good knowledge and understanding of the NATO Headquarters administrative procedures and practices.
have a good knowledge of standard financial software relevant IT systems and overall good computer literacy;
possess the following minimum levels of NATOs official languages (English/French): V (Advanced) in one; II (Elementary) in the other;

DESIRABLE
The following would be considered an advantage:
knowledge of an Enterprise Resource Planning (ERP) system;
experience of working in an International Organization or international environment
knowledge of NATO structures practices and procedures including NATOs financial regulations accounting procedures and budgetary IT systems;
experience with administration of Service Level Agreements;
knowledge of collaborative tools such as SharePoint;
knowledge of PRINCE2;
experience in working in close contact with or within corporate ICT department;

3. MAIN ACCOUNTABILITIES

People Management
Lead plan and supervise the work of the Budget Officer setting and managing clear objectives aligned with those of BRM and ICTM. Provide regular and fair feedback on performance informally as appropriate and via the HQ Performance Review and Development (PRD) system. Participate in recruitment procedures for vacant posts in the ICTM in accordance with NATO recruitment guidelines. Identify possible development and mobility opportunities for team members.
Contribute input to the people management side of change management strategies to transition to new processes in future. Oversee activities of more junior staff members. Facilitate team interaction and encourage and enable training and professional growth in the team. Ensure the development of team members through sound and inclusive management principles.

Financial Management
Reporting to the Head BRM the incumbent manages the ICTM finances. This includes the planning and execution of the ICTM Medium-Term Financial Plan (MTFP); ICTM annual budget; ICTM revised budget and regular ICTM budget reporting as well as the revision of applicable workflows. They are responsible for planning and managing the budgets of BSM DIMS and also specifically the annual Service Level Agreements (SLAs) and Asset Replacement Plans (ARPs) and the preparation of the MTFP and annual budgets for the SLAs and ARPs. They negotiate SLA price conditions with the service providers as well as the financial aspects of IT services within the SLAs and leverages ITIL practices as required to enhance financial transparency cost management and justifications related to IT expenditures. They oversee the budget expenditure of ICTM projects in close collaboration with ICTM Project managers and manages the ICTM service budgets. The incumbent oversees expenditure forecasting execution and cost optimization to maintain compliance and maximize return on investment. They lead key financial activities including procurement planning contract management and contract lifecycle monitoring of all ICTM-initiated IT contracts. They ensure the timely execution of financial reporting end-of-year reviews and financial statement preparation. The incumbent supports procurement-related activities defines budget availability and monitors expenditure including financial consumption of services provided under the SLAs and ARPs. They oversee the approval processes for financial transactions. Additionally the incumbent manages budget for travel hospitality training use of corporate credit cards and similar funds.

Planning and Execution
The incumbent ensures proper alignment of the allocated financial resources to anticipated ICTM project and service needs supporting the relevant procurement activities performing accurate monitoring of budget utilization and timely financial execution reporting while reacting actively to the evolution of the budget execution and reallocating funds to the areas with the best return of investment.

Expertise Development
The incumbent provides guidance and training on budget planning execution procurement procedures and financial compliance within close collaboration with Head BRM they develop and continuously improve budget templates for budget submissions to the OFC WGNTEs and budget committee.
They ensure all stakeholders understand administrative and financial processes promoting efficiency and accuracy in financial management. The incumbent prepares quarterly semi-annual and annual budget updates to Leadership.

Stakeholder Management
The incumbent serves as primary contact between ICTM and its commercial and non-commercial service providers on all financial matters including the SLAs and ARPs and ensures that IT service delivery is financially sustainable measurable and aligned with the overall ICTM business objectives. They maintain close contact with ICTM Management and the Office of Financial Controller in order to ensure timely and efficient planning and execution of financial processes and procedures in ICTM.

Information Management
The incumbent oversees the financial health of IT projects and services within ICTM including budget administration budget execution and cost optimization to ensure IT projects and services are delivered efficiently and in alignment with the organizations strategic goals and investments of the Allies. They are responsible for a proper and timely flow of information into the NATO budgetary process management of all documentation required for quality monitoring of budget planning execution and support to procurement activities and timely reporting back to the budgetary authorities and management on all the performed activities.

Project Management
The incumbent contributes in coordination with ICTM Management to ICTM project funds allocation including proposing or taking adaptive measures stemming from the projects evolution. They support projects with regards to procurement activities and acts as a liaison point as needed between the ICTM project managers and the NATO financial and procurement bodies.

Knowledge Management
The incumbent monitors and ensures adherence to established financial standards. They collect and process contract and procurement-related information and ensures compliance with all pertinent regulations including NATO Financial Regulations and the NATO Procurement Manual. The incumbent collects and categorizes relevant information required for various tasks and ensures relevant budget and programme management matters are shared with concerned parties namely the Director ICTM.

Organisational Efficiencies
The incumbent researches and analyzes data identifying market trends and buying habits in order to maximize financial efficiencies in ICTM. They use available tools to store administer and share procurement and contract documentation. They keep up to date summaries of spending patterns and budgetary trends for each category of budget expenditure.

Perform any other related duty as assigned.

The incumbent reports to the Head BRM and maintains a close working relationship with all members of ICTM and ICTM Management. They liaise with the IS Office of the Financial Controller Procurement services and Budget Planning and Analysis Section on relevant budgetary and financial matters as well as with NATO Office of Resources Working Group of National Technical Experts and the Budget Committee. The incumbent liaises with IS IMS and other NATO entities whose budgets fall under ICTM as well as NATO Agencies administrative procurement and technical staff and primary market consultancy companies.
Direct reports: 1
Indirect reports: N/a

The incumbent must demonstrate:
Clarity and Accuracy: Monitors others work for clarity
Achievement: Works to meet standards
Analytical Thinking: Sees multiple relationships
Conceptual Thinking: Applies learned concepts
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
Flexibility: Adapts to unforeseen situations
Initiative: Is decisive in a time-sensitive situation
Organizational Awareness: Understands organizational climate and culture
Teamwork: Solicits inputs and encourages others.

6. CONTRACT

Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years; possibility of renewal for up to three years during which the incumbent may apply for conversion to an indefinite duration contract.

Contract clause applicable:

In accordance with the contract policy this is a post in which turnover is desirable for political reasons in order to be able to accommodate the Organisations need to carry out its tasks as mandated by the Nations in a changing environment for example by maintaining the flexibility necessary to shape the Organisations skills profile and to ensure appropriate international diversity.

The maximum period of service foreseen in this post is 6 years. The successful applicant will be offered a 3-year definite duration contract which may be renewed for a further period of up to 3 years. However according to the procedure described in the contract policy the incumbent may apply for conversion to an indefinite contract during the period of renewal and no later than one year before the end of 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 also 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 Régulations.

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

Experience:

Manager