Rfp-2023-jallc-001 Budget and Finance Assistant

FINANCIAL SUPPORT SERVICES ASSISTANT (TRAVEL AND ACCOUNTS PAYABLE)

**Location**:
Lisbon, Portugal

**Security Clearance**:
NATO SECRET

Introduction

The Joint Analysis and Lessons Learned Centre (JALLC) is a NATO’s organisation located in Lisbon, Portugal. This Centre is looking for a Budget and Finance Assistant (Travel and Accounts Payable) Support Services contractor, to handle emerging circumstances due to temporary increase in the level of effort and a simultaneous shortfall in the BudFin staff to meet the JALLC travel and Accounts Payable (AP) requirements. The contractor will work in a multinational military/civilian staff environment, and will be integrated in the existing Budget and Finance Branch (BUDFIN), which overall is responsible for all financial and procurement support services to a wide range of NATO’s entities in Portugal.

Scope

The contractor will work daily with the BUDFIN team at the JALLC in Lisbon, Portugal providing support to its members. The Budget and Finance Assistant (Travel and Accounts Payable) Support Services contractor, will be primarily involved, but will not be limited to, to handle emerging circumstances due to temporary increase in the level of effort and a simultaneous shortfall in the BudFin staff to meet the JALLC travel and Accounts Payable (AP) requirements.

The term Contractor in this SoW and solicitation package refers to a contracting firm, or directly with the contractor if the contractor is employed as an independent contractor.

Essential Requirements

**Note**: All experience shall be directly related to the skill set/ scope of work set forth in the contract requirements. All time-related essential experience levels may run concurrent with each other.
- Qualifications. Completed Higher Secondary Education, or higher vocational training in accounting, finance, business administration or equivalent.
- At least 3 years of professional experience in accounting, administrative assistance or any other related field;
- Experience working with international accounting and financial standards.
- Hands-on experience of using a computerised financial ERP systems (e.g. SAP, Oracle EBS).
- Language:

- English SLP 3333 (Listening, Speaking, Reading and Writing)/Common European Framework B2/C1 level.
- Computer Skills. Intermediate level MS Word, MS Excel and MS PowerPoint.

Desirable Requirements.
- University degree in accounting, finance, business administration or related field.
- Experience with the Centralized NATO Automated Financial System - CNAFS (ORACLE).
- Practical knowledge of military organization missions, functions, and operations.
- At least 5 years of professional experience in accounting, administrative assistance or any other related field;
- Language:

- Portuguese - SLP - 2222 (Listening, Speaking, Reading and Writing)/Common European Framework B1 level.
- Computer Skills. High level MS Word, MS Excel and MS PowerPoint.

Personal Attributes
- Very good interpersonal, communication are required. Maturity, firmness and balanced behaviour are required. Good professional judgement is required.
- Must be capable of working harmoniously in a multi-national environment, possessing good human skills, considerable understanding, tact and persuasion in dealing with all level of civilian and military staff;
- Capable of representing JALLC in a professional manner before military and civilian audiences;
- Strong communication skills: Communicate and present complex information in English, both orally and in writing, effectively to specialist and non-specialist audience.

DUTIES/ROLE

The contractor shall provide support to the Travel/Disbursing Assistant and to Fiscal Officer (acting Head of Finance), in accordance with this Statement of Work (SOW), and shall be responsible for the following main tasks and deliverables:

- Supports the Travel/Disbursing Assistant in liaising with the JALLC travel agency to make bookings and arrangements of trips, allowing JALLC to fully meet its mission requirements and comply with JALLC travel policy and procedures, obtain the most cost-effective travel arrangements.
- Supports the Procurement and Finance Administrator in the supervision and execution of Purchase Orders, ensuring proper follow up and that the status of contract execution is monitored.
- Operates the Centralized NATO Automated Financial System (CNAFS) to enter transactions as requested (Accounts Payable & Accounts Receivable).
- Conducts training in the available Online Booking Tool to JALLC newcomers and supports the travelling staff members.

**Deliverables**: Deliver Online Booking Tool training on a demand-basis procedure.
- invoices in CNAFS module Accounts Payable, matches them to relevant receipts. Deliverables: Deliver an indefinite number of matched invoices ready to be filled.
- Process VAT reimbursable requests through the PRT tax authority’s portal. Deliverables: Deliver an indefinite number of submission confirmation reports related to V