Administrative and Budget Coordinator
il y a 1 semaine
**PENDING BUDGET APPROVAL**
**1. SUMMARY**
NATO’s Public Diplomacy efforts serve a vital function within the Alliance by communicating its purpose and priorities to audiences worldwide. In fulfilling this role, the Public Diplomacy Division (PDD) actively strengthens NATO’s public image, thereby fostering trust in and support for the Alliance. The Division also acts as coordinator for strategic communication activities across all NATO civilian and military bodies and commands.
The incumbent under the overall direction of Head, Strategic Communication, will carry out the duties of Administrative and Budget Coordinator in the Strategic Communications Unit. S/he will be accountable for efficiently handling of a wide range of administrative, organizational and budgetary duties in the Strategic Communications Unit.
**2. QUALIFICATIONS **AND **EXPERIENCE**
**ESSENTIAL**
The incumbent must:
- have a good general education at least to higher secondary level;
- have at least 4 years' of professional experience carrying our similar duties in administrative and/or budget related duties;
- have proven experience in financial support, using a resource planning tool;
- have knowledge of the budgetary and accountancy requirements in such areas as official travel; procurements; execution of the financial transactions involved in contracts; and the renting and acquisition of equipment, software and services;
- have excellent planning and coordination skills;
- possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; I (“Beginner”) in the other.
**DESIRABLE**
The following would be considered an advantage:
- a diploma or qualification in a related field;
- experience working in an international organisation or environment;
- knowledge/experience in the fields of communications and/or public relations.
**3. **MAIN **ACCOUNTABILITIES**
**Planning and Execution**
Assist with day-to-day planning of the Strategic Communications Unit, and wider office administration: arrange meetings, coordinate official travels and other leave plans. Ensure that taskings due to the PDD Front Office are planned and executed within the required deadlines. Support the Head, Strategic Communications Unit with recruitment and other HR activities relating to the Unit. Assist with the arrangements for groups visiting the HQ and handle administrative arrangements. Organise own workload to ensure the accurate and timely execution of duties. Act as the Unit’s assistant coordinating the distribution of Strategic Communications Unit products and publications.
**Financial Management**
Support the planning, preparation and execution of the Unit’s annual earmark and spend plans, annual budget, and Medium Term Financial Plan. Ensure that proper financial procedures are followed for the annual budget, procurement activities and other financial activities as required. Prepare all necessary financial documents and ensure effective follow up as required. Maintain records of all financial transactions. Maintain a financial database of the Unit’s activities to have immediate overview of the general or a particular budget. Monitor and report on Key Performance Indicators (KPIs) as necessary. In coordination with the PDD Financial Unit, and in line with NATO Financial Regulations, monitor and track the Unit’s expenditures, including travel, hospitality, training, consultancy and programme funds.
**Information Management**
Answer enquiries and incoming calls. Draft/edit documents, memoranda and cover letters to documents. Type and format all kinds of documents, including tables of figures requiring careful presentation using the standard software packages used by NATO (Word, Excel, PowerPoint). Take minutes at meetings as assigned. Oversee the paper flow into and out of the office including retrieving and organising correspondence/documents/taskers (including classified information). Maintain an effective follow-up and/or reminder system for pending actions within the Unit. Format and disseminate internal memos as required.
**Knowledge Management**
Collect, categorise, and track relevant information required for various tasks and projects. Maintain well-structured filing systems.
**Stakeholder Management**
Liaise with points of contact to ensure efficiency in daily management of workload and processes. Be the point of contact for initial requests of various nature. Maintain all lists of internal and external contacts. Collaborate with colleagues in similar positions to ensure exchange of information and best practice implementation and diagnose potential organisational issues. Maintain good working relations with internal and external contacts, including national delegations and other NATO entities. Demonstrate tact, diplomacy and good judgment when dealing with stakeholders.
**Expertise Development**
Attend training sessions to stay up to date with the latest processes and wor
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