Travel Finance Assistant

Brussels - Belgium

Monthly Salary: Not Disclosed

Posted on: 9 hours ago

Vacancies: 1 Vacancy

Job Summary

1. SUMMARY

The BICES Group Executive (BGX) a NATO entity is the executive body of the BICES Group (BG). The BG exists to enable the sharing and exchange of Intelligence and Information between and amongst the NATO nations with NATO and with other non-NATO nations and Organizations. The BGX under the leadership of the Director is comprised of the following pillars: Intelligence and Enterprise Services (IES) Division Programmes Engineering and Maintenance (PEM) Division Operations and Security Services (OSS) Division and Intelligence Surveillance and Reconnaissance (ISR) Cell.

Under the leadership of the Financial Controller and Head of Administration the Financial Management Office (FMO) constitutes one of the two pillars of the Office of the Director the other being the Administrative Office. The FMO is responsible for financial operations from planning to disbursement including preparation of the annual budget the Medium-Term Financial Plan and the Preliminary Plan for BGX and ISR. The FMO assesses and collects contributions manages cash and financial assets procures goods and services pays invoices salaries pensions and travel-related liabilities produces financial and procurement reports and monitors the internal control system.

Within this framework the Travel Finance Assistant supports the execution of travel-related financial and administrative activities and contributes to broader FMO financial processes. Under the supervision of the Financial Officer the incumbent coordinates official travel requirements for BGX personnel and supported entities liaises with the contracted Travel Management Company and ensures that travel arrangements commitments payments and records are processed accurately and in accordance with applicable financial and procurement regulations.

Operational travel may be required in accordance with the BG Deployment Policy and national requirements.

2. QUALIFICATIONS AND EXPERIENCE

Essential

The incumbent must:

Possess a higher secondary education and at least 4 years of experience in comparable duties;
Have excellent organisational and prioritisation skills;
Possess strong communication and interpersonal skills and good customer service approach towards internal and external stakeholders;
Experience in the use of travel booking tools and working knowledge of office word processing spreadsheet graphics presentations and database software;
Possess English Level V (Advanced).

Desirable

The following would be considered an advantage:

Experience in the use of Enterprise Resource Planning systems (ERPs) (preferably Oracle E-Business Suite);
Experience in transactional finance processes;
Experience of working in an international or multinational environment;
Working knowledge of NATO organisations and procedures including NATO Financial Regulations;
French Level II (Basic).

3. MAIN ACCOUNTABILITIES

Expertise Development

Ensure effective travel management support by contributing to the development review and application of standard operating procedures and by providing functional assistance and training to staff as required. Act as a super user for travel-related systems and processes supporting their deployment and day-to-day operation. Monitor the performance of the Travel Management Company to ensure timely booking of all requested travel in compliance with applicable regulations and contractual requirements and provide guidance across BGX to support conformity efficiency and cost-effective solutions.

Financial Management

Ensure accurate commitment and utilisation of funds by verifying the availability of credits and recording purchase orders in the accounting system. Support the preparation of the Medium-Term Financial Plan Mid-Year Review Budget Estimates for the ISR Budget and financial statements. Prepare financial reports and supporting documentation as requested in accordance with established financial procedures.

Information Management

Produce and format documents tables and reports using NATO-standard software applications to ensure clarity accuracy and consistency of presentation. Compile statistics and routine reports in line with organisational requirements and support information flows within the Financial Management Office.

Knowledge Management

Maintain structured electronic filing systems and ensure the accurate collection categorisation and tracking of financial and travel-related information. Update financial systems to correctly record incurred travel costs and related expenditures. Maintain travel statistics and provide information advice and reports on travel services to relevant administrative and financial stakeholders while monitoring purchasing forecasts in support of projects programmes and activities.

Organisational Efficiencies

Contribute to continuous improvement by proposing practical enhancements to office procedures tools and workflows. Review procurement and travel-related activities to support cost effectiveness identify inefficiencies and propose corrective measures within established rules and procedures.

Planning and Execution

Execute duties in accordance with BGX financial and procurement rules and procedures by providing travel support to BGX personnel hosted agencies and candidates travelling on official duty. Arrange and confirm travel bookings accommodation and transport through the Travel Management Company and approved providers ensuring the most economical and appropriate solutions in line with travel regulations. Support procurement activities by assisting with source selection verifying requirements comparing vendor offerings following up on purchase orders verifying deliveries against orders and invoices recording receipts and coordinating shipments of special equipment in accordance with applicable procedures.

Stakeholder Management

Maintain effective working relationships with staff across all BGX Divisions and Offices and with external partners including suppliers and service providers. Liaise with stakeholders to ensure timely delivery of services promote professional cooperation and support the efficient execution of financial and travel-related activities.

4. INTERRELATIONSHIPS

The incumbent reports to the Financial Officer and works in close coordination with team leaders and staff across all BGX Divisions and Offices. The incumbent liaises externally with service providers suppliers and relevant civilian and military authorities as required.

Direct reports: None.

Indirect reports: None.

5. COMPETENCIES

Achievement

Works to meet expected performance standards and deliver outputs within agreed timelines. The incumbent applies established financial and travel procedures consistently to ensure accurate timely and reliable delivery of support services.

Analytical Thinking

Breaks down problems and information to identify relationships patterns and logical conclusions. The incumbent reviews travel financial and procurement data to support sound administrative decisions and compliance with regulations.

Clarity and Accuracy

Communicates information in a clear and precise manner and checks work carefully for accuracy. The incumbent ensures that financial records travel documentation and reports are complete accurate and correctly recorded in relevant systems.

Customer Service Orientation

Responds constructively to the needs and requests of internal and external users in support of service quality and mission needs. The incumbent provides responsive and professional support to staff and stakeholders requiring travel and financial assistance.

Initiative

Takes action within own area of responsibility to address issues and improve results without waiting to be told. The incumbent identifies practical improvements to processes and resolves routine issues in a timely manner within established authority.

Teamwork

Works cooperatively with others to achieve shared goals and supports a positive and collaborative team environment. The incumbent contributes constructively to the Financial Management Office and collaborates effectively with colleagues across BGX.

6. CONTRACT

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

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 renewed.

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.

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

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.
When submitting your application please ensure that your Taleo Candidate Profile is updated and that your CV is correctly uploaded in the Taleo attachments section.
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.

Required Experience:

Junior IC

1. SUMMARYThe BICES Group Executive (BGX) a NATO entity is the executive body of the BICES Group (BG). The BG exists to enable the sharing and exchange of Intelligence and Information between and amongst the NATO nations with NATO and with other non-NATO nations and Organizations. The BGX under the ...