Overview
The Staff Assistant (Travel and Disbursing) role is responsible for the day-to-day management and administration of NATO funded temporary duty travel and authorized disbursing actions for JALLC staff.
Key Responsibilities
- Assisting the Head (Budget and Finance) in overseeing expenditure and the in-year execution of funds allocated for travel;
- Acts as JALLC Travel Officer, assisting Head (Budget and Finance) in running the Centre’s Travel Office, by approving staff Travels on Duty (TDY) ensuring full compliance with the NATO Financial Regulations (NFR), NATO Civilian Personnel Regulations (NCPR), ACT Travel Policy and applicable JALLC Standard Operating Procedures (SOP);
- Issues and signs NATO Travel Orders (TO) on behalf of JALLC Chief of Staff (COS), processes all JALLC staff Travel Requests (TR) and Travel Claims (CLM) in the Travel Module of the Oracle Financial System (FINS), maintains employees and travelers database up to date and provides support to System Administrators as required;
- Accounts and reconciles all the travel-related transactions (TR, CLM, advances, credit card payments) in FINS submitting them for Head (Budget and Finance) approval;
- Ensures that NFR, ACT Financial Manual, and Host Nation legal requirements are observed in all aspects of disbursing activities;
- Liaises with the JALLC Travel Agency and other travel services providers ensuring that JALLC Staff’s mission requirements and policy and procedures are achieved through the most cost-effective travel arrangements.
- Under supervision of Head (Budget and Finance), executes all treasury operations relating to NATO International Funds and extra-budgetary funds (e.g. non-appropriate funds);
- Manages and executes the full disbursing process in the FINS for all JALLC Operating Units;
- Operates commercial bank payment systems to initiate all authorized payments and treasury operations as first signatory;
- Supports Head (Budget and Finance) in drafting the Annual Budget Submissions with cost estimates and expense analysis;
- Supports Administrator (Procurement and Finance) in drafting the Commitment Plans with input on Travel planning and costs;
- Reconciles all JALLC bank and other accounts in FINS and off-line on daily basis;
- Assists Head (Budget and Finance) in the administration and monitoring of JALLC suspense/reimbursable accounts;
- Providing support to Head (Budget and Finance) by intermediating with financial institutions, regarding JALLC’s bank and other accounts;
- Assists Head (Budget and Finance) in the preparation/update of Standing Operating Procedures (SOP), instructions and notes on financial matters related to Travel, Disbursing and Credit Cards as appropriate;
- In coordination with Administrator (Procurement), assists Head (Budget and Finance) in the management of JALLC Advance Account and credit/purchase cards;
- Conducts regular training, lectures, or briefings to JALLC staff in Travel and Disbursing matters.
Required Experience
Minimum of three years experience in accounting or financially related position; Practical experience of automated commercial financial accounting practices; Formal training in accounting or disbursing functions; Secondary education supplemented by formal theoretical and practical accountancy training.
Qualifications
Higher Secondary education and completed higher vocational training in accounting, finance, management, business administration, public administration or related discipline leading to a formal technical or professional certification with 3 years function related experience, or Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 5 years post related experience.
