Staff Assistant (Travel & Admin) at NATO

, Massachusetts, United States -

Full Time

Start Date

Immediate

Expiry Date

31 May, 26

Salary

0.0

Posted On

02 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Travel Order Processing, Ticketing, Travel Settlement, Data Entry, Financial Systems, Administrative Systems, Human Resources Systems, Communication, Collaboration, Regulatory Compliance, Interpersonal Skills, Verbal Communication, Written Communication, Planning, Problem Solving, Diplomacy

Industry

IT Services and IT Consulting

Description

Post Context ACT contributes to preserving the peace, security and territorial integrity of Alliance member states by leading, at Strategic Command level, Warfare Development required to enhance NATO’s posture, military structures, forces, capabilities and doctrines. The Command Group provides general support, coordination, management, administrative service and specialist advice to SACT, DSACT and COS. Chief of Staff (COS) is responsible to SACT and DSACT for the staff activity necessary to execute ACT’s mission. It is the focal point for the implementation of the Commander’s direction and guidance as well as the initiation and co-ordination of all ACT staff efforts. The Staff Advisory Group (SAG) is comprised of different competencies grouped into several offices (Political Advisor, Legal Advisor, Gender Advisor, Financial Controller, Command Auditor, Communication Branch and Pentagon Liaison). It works under the direction and guidance of COS and provides general staff support, coordination, management, administrative service, and specialists’ advice to SACT. As part of the Staff Advisory Group, the Office of Budget and Finance (BUDFIN) is the executive agent for ACT in all matters of budget and finance policy and execution. Responsibility includes all matters pertaining to Budget and Finance at HQ SACT, JALLC, JWC, JFTC and subordinate SACT elements (STRE and SEE). The Staff Assistant (Travel & Admin) in the Budget and Finance Branch at HQ SACT contributes to the financial operations of ACT with respect to travel order processing, ticketing, and settlement as well as overall administrative duties. Principal Duties: Liaise with the contractor travel agent on all aspects of travel. Review and process travel requests entered by individual travelers and travel clerks. Liaise with individual travelers, travel clerks and travel fund managers to ensure that the travel request is in accordance with the ACT rules and regulations. Ensure that the necessary funds are committed for each travel request and provide commitment numbers to the contractor travel agent. Prepare NATO travel orders. Ensure completed tickets are delivered to travelers. Maintain required travel files. Forward travel orders for SACT staff. Essential Qualifications / Experience: Higher Secondary education and intermediate vocational training in accounting, finance, management, business administration, public administration or related discipline which might lead to a formal qualification with 2 years experience, or Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 4 years post related experience. Experience of basic data entry into financial, administrative, or human resources systems. Strong communication skills. Experience collaborating with various departments and stakeholders across a large organization. Experience in ensuring adequacy and compliance with administrative, regulatory and procedural requirements. Language: English - SLP 3322 - (Listening, Speaking, Reading and Writing) Desirable Qualifications / Experience: Understanding of NATO’s composition and operation. Experience in international organization financial operations. Knowledge of NATO Travel procedures. English - SLP - 3333 (Listening, Speaking, Reading and Writing) Attributes/Competencies: Personal Attributes: Works under routine direction. Uses limited discretion in resolving issues or enquiries. Works without frequent reference to others. Interacts with and may influence immediate colleagues. Has external contact with customers, who are mostly ACT staff members. May have more influence in own domain. Performs a range of work activities in a similar environment. May contribute to routine issue resolution. Understands and uses appropriate methods, tools and applications. Demonstrates a rational and organized approach to work. Identifies and negotiates own development opportunities. Has sufficient communication skills for effective dialogue with customers and other staff members. Is able to work in a team. Is able to plan, schedule and monitor own work within short time horizons. Absorbs new information when it is presented systematically and applies it effectively. Must possess strong interpersonal and verbal/written communication skills; Capable of working effectively and harmoniously in a fast-paced multi-national environment, while representing and projecting the needs of SACT and ACT as a whole in a firm but diplomatic manner. Displays initiative in planning ahead and ability to find solutions to problems that arise in the daily conduct of responsibilities including resolution of schedule conflicts, working out details associated with travel plans, and finding solutions to problems with office equipment; The ability to adapt to flexible work patterns and work as part of a team; must be able to react quickly and without concern to last minute changes and to work independently; Must be able to work under pressure and should have a pro-active approach to his/her duties; May be required to assist at functions outside of normal work hours. Travel on temporary duty will not normally be required; Must be able to liaise effectively, internally with NATO military and civilian personnel, and with external agencies as required. Professional Contacts: The post holder must be able to liaise effectively, both internally and externally, with military and civilian personnel at all levels. Interactions will require explanation, discussion, recommendations and approval of action. Contacts include staff across ACT as well as on occasion National Liaison Representatives, NATO HQ and ACO. The post holder will also interact regularly with external travel providers. Excellent interpersonal skills are required. Contribution To Objectives: This position supports all the objectives which generate budgeting plans and records using resources. More specifically, it supports the outputs of the HQ as well as all the operations run at ACT, through the accurate management of ACT travel and the application of relevant travel policy. The work is at the Strategic Command level which requires a broad understanding of larger enterprise and the ability to interpret across a wider platform. Security Clearance The successful applicant will be required to apply for and receive a NATO SECRET Security Clearance prior to final confirmation of contract and commencement of employment. Contract Serving NATO International Civilian staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations. Newly recruited staff will be offered a three year definite duration contract. Notes for Candidates The HQ SACT web site gives full details on the eligibility criteria and application processes to be adopted by all candidates. However, candidates should particularly note: Please answer each of the pre-screening questions completely in English. Expressions such as: “please see attached CV, please see annex, please see enclosed document, etc” are not acceptable; this is a cause of immediate rejection of the application. Particular attention should be given to Education and Experience section of your application form, which should be populated with details of your career to date and educational achievements and certifications as they relate to your application. The candidature of NATO redundant staff at grade G8 will be considered with priority. 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 NATO’s sole discretion, and NATO reserves the right to take further steps in such cases as appropriate. 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. This vacancy will close on 23 March 2026 @ 18:59hrs (EDT)/11:59hrs (CET).

Responsibilities

The Staff Assistant contributes to financial operations by managing travel order processing, ticketing, and settlement, alongside general administrative duties within the Budget and Finance Branch.