Finance Operations Assistant
Il y a 2 mois
Spektrum have a wide range of exciting opportunities in several global locations.
We are always looking to add great new talent to our team and look forward to hearing from you.
**Who we are supporting**
The NATO Communication and Information Agency (NCIA) is responsible for providing secure and effective communications and information technology (IT) services to NATO's member countries and its partners. The agency was established in 2012 and is headquartered in Brussels, Belgium.
The NCIA provides a wide range of services, including:
- Cyber Security: The NCIA provides advanced cybersecurity solutions to protect NATO's communication networks and information systems against cyber threats.
- Command and Control Systems: The NCIA develops and maintains the systems used by NATO's military commanders to plan and execute operations.
- Satellite Communications: The NCIA provides satellite communications services to enable secure and reliable communications between NATO forces.
- Electronic Warfare: The NCIA provides electronic warfare services to support NATO's mission to detect, deny, and defeat threats to its communication networks.
Overall, the NCIA plays a critical role in ensuring the security and effectiveness of NATO's communication and information technology capabilities.
**The program**
**Assistance and Advisory Service (AAS)**
The NATO Communications and Information Agency (NCI Agency) is NATO's principal C3 capability deliverer and CIS service provider. It provides, maintains and defends the NATO enterprise-wide information technology infrastructure to enable Allies to consult together under Article IV, and, when required, stand together in the face of attack under Article V.
In order to provide these critical services, in the modern evolving dynamic environment the NCI Agency needs to build and maintain high performance engaged workforce. The NCI Agency workforce strategically consists of three major categorises: NATO International Civilians (NIC)s, Military (Mil) and Interim Workforce Consultants (IWC)s. The IWCs are a critical part of the overall NCI Agency workforce and make up approximately 15 percent of the total workforce.
**Role Background**
The accounting team within the Finance directorate is looking to outsource part of the transaction processing to complement its internal resources and prepare the Agency to absorb larger volumes of transactions linked to NATO growth.
**Role Duties and Responsibilities**
The service provider supporting the Travel & Expenses units (T&E) will be responsible for the review and approval of employee all expense reports based on Agency current policies
Deliverables:
- Process financial transactions (T&E claims, customer/vendor invoices, and credit memos) on a yearly basis of approximately 16.200 transactions and an average of 1.350 transitions per month. This is the estimated volume of transactions per month for the period 01 April 2024 - 31 December 2025.
- Approve expense reports for NCIA Employees within the set Key Performance Indicator (KPI) of 1 week between submission of the report and payment of the expenses to the employee; after having performed necessary controls;
- Main activities to be performed for the execution of the deliverables:
- Implement and execute the Accounts Receivable/ Accounts Payable process, and handle customer/vendor invoices and credit notes.
- Ensuring bills and payroll charges are paid according to the payment terms and accurate manner while adhering to NATO and departmental procedures.
- Perform required controls in accordance with NATO Financial Regulations, NATO
- Accounting Standards (IPSAS) and Agency Travel Directives.
- Perform a detailed review of all expense reports that are not in compliance with the Agency's Travel & Expenses policies, including review against receipts.
- Monitor the status of claims in process to ensure timely approval and payment.
- File and Archive T&E claim within the Oracle E -business suite modules.
- Respond timely to employee follow-up questions on Travel & Expenses policy, completion of expense reports and other matters.
- Perform ad-hoc queries within the Oracle E-business suite on travel expenses for management purposes.
**Essential Skills and Experience**
- Fluent verbal and written English communication skills
- Working experience with Oracle EBS Financial Applications and MS Office
**Education**
- Bachelor's degree with a major in Accounting / Finance
**Working Location**
- Brussels, Belgium
**Working Policy**
- Remote
**Travel**
- Monthly face-to-face meetings in NATO Headquarters Brussels will be required with the main point of contact of the service provider who shall take accountability for the overall performance. Exact meeting dates will be communicated 1 month prior.
**Contract Duration**
- Apr 2024 - Dec 2024
**Security Clearance**
- Valid National or NATO Secret personal security clearance
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