North Atlantic Treaty Organization (NATO)

Staff Assistant (Receiving & Invoicing)-260015

Primary Location

United States of America-Norfolk

NATO Body

Headquarters Supreme Allied Commander Transformation (HQ SACT)

Schedule

Full-time

Application Deadline

02-Feb-2026, 10:59:00 PM

Salary (Pay Basis)

: 5,451.05US Dollar (USD) Monthly

Grade NATO Grade G8

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 (Receiving and Invoicing) is responsible for timely processing and recording of receipt of all goods and services at ACT and the accurate recording of supplier invoices.

Principal Duties:

• Create receipt transactions and enter them into the FinS Accounting System. Verifies/ensures receipt information matches the PO/contract requests with Purchase Orders. Identifies discrepancies to Head of Accounting Operations Officer and Purchasing and Contracting.
• Create receipt transactions and enter them into the FinS Accounting System.
• Reconcile un-invoiced receipt monthly.
• Maintain receipt transaction files to support entered transactions.
• Enters supplier invoice header information in FinS and forwards the supplier invoice for further certification and processing.
• Cross-training between the Receiving Assistant, is required. Perform basic functions on physical receipt of items in the absence of Receiving Assistant.
• Support the travel team in processing of travel requests and travel claims as required.
• Conduct other tasks as directed.

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 Finance procedures.
• Experience working with financial software and tools, such as ERP systems, Oracle financial/planning applications, and Microsoft Excel.
• 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. May have some external contact with customers, suppliers and partners. May have more influence in own domain. Performs a range of work activities in varied environments. 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, suppliers and partners. 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;
• 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 externally with offices of foreign governments and agencies.

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 staffs across ACT as well as National Liaison Representatives, NATO HQ and ACO, as well as external suppliers. 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 input and recording of all goods/services and accurate recording of all transactions with suppliers. 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 2 February 2026 @ 17:59hrs (EST)/11:59hrs (CET).

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