Administrator (Portfolio and Resources) at NATO

, , -

Full Time

Start Date

Immediate

Expiry Date

18 Jan, 26

Salary

0.0

Posted On

20 Oct, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Resource Management, Financial Administration, Programme Management, Numeracy, Teamwork, MS-Office Applications, Clarity and Accuracy, Customer Service Orientation, Flexibility, Initiative, Organizational Awareness, Empathy, Book-keeping, Secretarial Skills, Portfolio Management, Travel Coordination

Industry

IT Services and IT Consulting

Description

OPEN TO NATIONALS OF NATO MEMBER STATES ONLY STAFF VACANCY: 251569 DIVISION: International Military Staff (IMS) Cyber and Digital Transformation Division (CDT) Coherence Management Office TITLE: Administrator (Portfolio and Resources) GRADE: B-4/G-10 Please note that the competition for this post will be conducted on-site (NATO HQ, Brussels) and is tentatively scheduled to be completed by the end of Q1, 2026. 1. Post Context: The Cyber and Digital Transformation Division (CDT), under the leadership of the Assistant Secretary General for Cyber and Digital Transformation (ASG CDT) oversees all aspects of cyber and digital transformation across the entire NATO enterprise and is the principal institutional engine for advancing the Alliance’s agenda on those issues. The division also coordinates on all aspects linked to countering hybrid actions. The Division is a fully integrated Staff composed of members of the International Military Staff (IMS) and the International Staff. As a fully integrated civilian-military Division, it provides coherent, credible, and actionable advice to the North Atlantic Council (NAC) and NATO’s senior decision-making bodies, most notably the Digital Policy Committee (DPC), the Cyber Defence Committee, the Operations Policy Committee in Hybrid format (OPCH) and the Military Committee (MC), through the Military Committee Working Group (Communication and Information Systems (MCWG(CIS)). The Coherence Management Office is responsible for general organization of the Division. It has line management responsibilities for all organizational elements dealing with tasker coordination, Portfolio Management and personnel administration, as well as Information Knowledge Management aspects within the Division and with external stakeholders (IS/IMS). Additionally, it manages the divisional IMS financial resources and Programme of Work (POW). It also holds overall responsibilities for the CDT portfolio management functions. The incumbent carries out Resources and portfolio administration and coordination. This includes monitoring and administering current year CDT Resources, Portfolio and Programme of Work-related information, with minimum supervision. 2. Principal Duties: The incumbent would be expected to carry-out the following duties under the supervision of the CDT Portfolio and Resources Manager: · Supporting the management of current year, CDT Portfolio of activities and related financial resources, tasks and projects. · Acting as IMS alternate fund manager on behalf of the Portfolio and Resources Manager. · Supporting when required the division IMS official travel on duty by monitoring travel clerks’ preparation of mission documentation, travel arrangements and quality checking their inputs on the travel module before approving commitments in the financial system. · Monitoring the Programme of Work (POW) execution, this includes preparing requests for procurements and contracts, justifying requirements, technical specifications, and providing financial estimates. · Supporting the coordination of Project related documents with the NCIA, and the assessment of deliverables and payments due under the Programme of Work (POW). · Monitoring financial resources and projects expenditure to track costs, coordinating requirements with CDT sections and recommending resource allocations. · Preparing and submitting purchase requests, recording the formal receiving of goods and services delivered, processing invoice payments, and ensuring that appropriate records are maintained. · Consolidating financial records and reporting on their status on a monthly basis. · Managing the reconciliation of financial records at the end of the year and ensuring they compliant with adopted International Public Sector Accounting Standards. · Assisting in the collection of inputs to annual PoW submission to the MCWG (CIS), the Medium-Term Resource Plan (MTRP), and In-Year Reviews. · Supporting and preparing the division’s financial documents and folders to assist IMS Financial Controllers Office during IBAN audits. · Attend Portfolio and resources committees related meetings and working groups, as required, on behalf of the Portfolio and Resources Manager. · Coordinating Portfolio Management-related activities within the division with IS Divisions, the IMS Financial Controller’s Office, the NCIA and industry suppliers. 3. Special Requirements and Additional Duties: · The incumbent may be required to undertake TDY assignments both within and outside of NATO’s boundaries and work irregular hours whenever necessary. · May be required to perform other related duties. · May perform duties in the NATO HQ Crisis Management Organisation · May be required to work irregular hours and overtime. 4. Essential Qualifications: o Professional/Experience · Minimum of 4 years of general administrative experience, including at least 2 years in directly relevant responsibilities, such as resource and financial administration, programme management, or similar operational tasks. · Must be numerate. · Must be able to work in harmony with others within a multinational environment. o Education/Training General secondary education and higher level. o Languages Candidates must have a very good level of spoken and written English. The working language in the IMS is English and therefore candidates will be required to pass a one-hour multiple-choice computer-based test in English at the required level as well as to demonstrate their abilities in the written test and interview. o Computer Literacy Use of MS-Office applications is crucial to the effective and successful execution of daily duties. Advanced user experience with Word, Outlook, Excel & PowerPoint. 5. Desirable Qualifications: o Professional/Experience · Previous experience with NATO Financial resources Management and procedures and knowledge of the NATO Headquarters’ organisational structure. · Book-keeping. · Secretarial skills, including typing. o Education/Training · Resource Management Education Programme. · Management of Portfolio Foundation. · Non-specified training that will allow the incumbent to remain current or gain new skills associated with existing or emerging requirements of the post (within the context of the job description) may be provided by NATO in accordance with the IMS Training Policy. o Languages An elementary level of French. 6. Personal Attributes: · Ability to work overtime/flexible hours at short notice, if required. · Ability to work as a team member. o Competencies · Clarity and Accuracy: Monitors others’ work for clarity; · Customer Service Orientation: Takes personal responsibility of correcting problems; · Empathy: Reads non-verbal cues and understands meaning; · Flexibility: Acts with flexibility; · Initiative: Is decisive in a time-sensitive situation; · Organizational Awareness: Understands organizational climate and culture; · Teamwork: Solicits inputs and encourages others. o Other Responsibilities · Delegated authority to approve travel commitments and authorise mission reimbursement and invoice payments in coordination with the Divisions Portfolio Manager · Delegated authority to approve POW Purchase request and invoice payments in coordination with the Divisions Portfolio and Resources Manager. 7. Professional Contacts: The incumbent will be expected to maintain contacts with the Section Heads and Project Managers in the Division and with their counterparts including financial and Budget staff in the NCIA, IMS and NATO IS. 8. Contribution to the Objectives: The incumbent ensures the smooth administration of delegated portfolio and resources management responsibilities to allow the Division to achieve its objectives within the Organisation. 9. Remarks: · Security Clearance – NATO SECRET (if not currently held, the incumbent must be eligible for this level of clearance). · Work Environment – Normal office environment. 10. How to apply: Applications must be submitted by 30 November 2025 (23:59 Brussels time) using one of the following links, as applicable: · For NATO civilian staff members only: please apply via the internal recruitment portal (for more information, please contact your local Civilian HR Manager); · For all other applications: www.nato.int/recruitment Applications are automatically acknowledged within one working day after submission. In the absence of an acknowledgement, please make sure the submission process is completed, or, resubmit the application. 11. Additional Information: The successful candidate will fill this post as a Project Linked NATO International Civilian (PLN) with a three-year definite duration contract within the NATO 2030 Agenda. On expiry of this term, the PLN will be deleted or absorbed into the ceiling pending approval or, exceptionally, will be considered for extension. The above remains applicable also if the successful candidate is seconded from a national administration. Serving NATO international civilian personnel will be offered a contract in accordance with the NATO Civilian Personnel Regulations. Appointment will be subject to the deliverance of the appropriate security clearance by the national authorities and approval of the medical file by the NATO Medical Adviser. A written test will be held as part of the selection procedure. Applicants who meet the necessary requirements and who prove to be competent for the post but who are not successful in this particular competition, may be considered for posts of a similar nature, albeit at a lower grade, which may become vacant in the near future. NATO is an employer values diverse backgrounds and perspectives and is committed to recruiting and retaining a diverse and talented workforce. NATO welcomes applications of nationals from all Member States and strongly encourages women to apply. Building Integrity is a key element of NATO’s 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. 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 IMS at NATO Headquarters in Brussels, Belgium, is committed to providing equality in working opportunities regardless of sex, race or ethnic origin, religion, disability, age or sexual orientation. The IMS is a non-smoking environment.

Responsibilities

The incumbent will support the management of the current year CDT Portfolio of activities and related financial resources, tasks, and projects. They will also monitor financial resources and project expenditures, ensuring compliance with accounting standards and assisting in the preparation of financial documents.