Head, Finance and Administration

This vacancy is open to holders of a personal security clearance only (NATO Secret).

Important Note: this post is stationed in Kyiv, Ukraine, rated as an extreme risk location by the NATO Office of Security (NOS). Special security measures will apply for those assigned or travelling. For the time being Kyiv will remain an unaccompanied post and family members will not be relocated with the incumbent.

1.  SUMMARY 

The NATO Representation to Ukraine (NRU) facilitates political and military dialogue and cooperation between the Alliance and Ukraine, as well as coordinating NATO’s practical support to Ukraine.

The Finance and Administration Section (FAS) is responsible for NRU Human Resources (HR) and financial management, administrative support, assets and procurement, and overall regulatory compliance. FAS deals with budgeting, accounting, treasury, procurement, and mission support, while also managing HR, knowledge management, assets and inventory, and any other administrative activities in support of NRU. By providing strategic guidance and ensuring adherence to NATO's prevailing regulations, FAS supports the efficient operation of the NRU.

The Head, Finance and Administration (F&A) at the NRU, has oversight and overall responsibility for the management of financial and budgetary control systems and budgetary execution through five main functions: (1) Budget Planning & Reporting, (2) Accounting and Finance, (3) Treasury, (4) Procurement and Assets Management, and (5) Missions. The Head F&A oversees and directs the FAS staff, and provides guidance to the leadership of NRU, in all aspects of day-to-day administration and operations of the Office. They provide strategic guidance on the creation of administrative policies and operating procedures and advise the Head/Deputy Head NRU on interpretation and compliance with NATO Financial Regulations (NFR), Financial Rules and Procedures (FRP), and Civilian Personnel Regulations (CPR).

This role is located within the NRU in Kyiv, Ukraine. Since the beginning of the war in Ukraine, the country is rated by the NATO Office of Security as an extreme risk location. This means that special security measures apply for people assigned or traveling there, which includes restrictions on movement and on accommodation. Moreover, it is essential that NATO International Civilians receive Civilian Pre-deployment Training (CPDT) or similar training, such as Hostile Environment Awareness Training (HEAT), before taking up the assignment or prior to travel.

2. QUALIFICATIONS AND EXPERIENCE

ESSENTIAL

The incumbent must:

·       have a university degree in economics, accounting, business administration, finance, management or related discipline from an institute of recognised standing or equivalent qualification in public finance;

·       have at least 5 years’ relevant professional experience in financial management or resource oversight functions (such as controllership, financial or resource management, accounting, or auditing, or HR) in international organisations, governmental agencies or large corporations;

·       have significant experience in a senior management role, encompassing people, financial and administrative management responsibilities;

·       have proven ability to communicate effectively, including to prepare clear and concise written and verbal reports, and with strong briefing/public speaking skills;

·       have knowledge of International Public Sector Accounting Standards (IPSAS) or International Financial Reporting Standards (IFRS);

·       possess a valid Personal Security Clearance;

·       possess the following minimum levels of NATO’s official languages: English V (“Advanced”); French II (“Elementary”). 

DESIRABLE

The following would be considered an advantage:

·       previous experience working with NATO;

·       professional certification and designation as an accountant (such as CA, CPA, ACCA, etc.,) or other professional designation from a member organisation of IFAC or equivalent recognised professional institution;

·       experience in advanced use of an Enterprise Resource Planning system, preferably Oracle E-Business Suite (EBS);

·       a valid Civilian Pre-Deployment Training (CPDT) or equivalent Hostile Environment Awareness Training (HEAT).

3.  MAIN ACCOUNTABILITIES           

Financial Management

Ensure compliance with NFR, FRP, the NATO Accounting Framework, the NATO International Staff (IS) Accounting Policies, the NATO Procurement Manual and all other financial directives. Ensure effective, economical budgetary and financial administration of all funds (common funded budgets, trust funds, etc.). Supervise and record requests for authorisation to commit funds and proposals for the payments of amounts owed by the Organisation. Oversee the daily management of cash and execution of payments and cash flow forecasting. Supervise the deposit and payment of funds by monitoring the bank accounts. Develop and implement operational procedures and ensure that proper controls are in place.

Project Management

Oversee day-to-day management of the FAS and assist with information sharing and overall planning matters for the senior management. Monitor compliance and progress with all tasks issued both locally and from NATO Headquarters, and follow-up to ensure deadlines are met. With the support of Administrative Officer (AO), participate and give advice toward the shaping of various finance, administrative, HR related matters and integrate them into future strategic plans for the NRU.

Stakeholder Management

Act as the primary liaison between the NRU, NATO HQ, and local authorities. Act under the relevant delegated authority of the NATO IS Financial Controller on all financial matters. Provide regular reports to the NRU and NATO HQ, highlighting risks and proposing mitigation strategies.

Planning and Execution

Ensure that sound financial management practices are in place. Instil strong financial discipline within NRU. Ensure proper risk management in relation to compliance, reporting, operations and preservations of assets, and that optimised internal controls are operated, monitored and tested.

People Management

Support overall development of NRU Organizational Structure in line with Strategic Objectives. Direct and oversee FAS activities and effectively lead and manage a diverse staff comprising International Staff and Local Engaged Staff (LES). Shape a motivating culture of effectiveness and confidence, allowing staff to propose change and act autonomously. Promote and direct collaboration across the NRU and facilitate a close relationship with HQ based counterparts and colleagues. 

Expertise Development

Ensure that the NRU is adequately resourced in terms of both staffing levels and finance. With the support of the AO, HR Assistant, and local staff, oversee all HR related processes and employee life cycle. Collaborate with the other Heads within NRU in identifying staffing and training needs. Engage and advise, as appropriate, on disciplinary matters. 

Organisational Efficiencies

Lead by example to ensure adherence to the highest ethical standards. Find balances between sometimes conflicting requirements in terms of process optimisation and compliance with regulations.

Knowledge Management

Share knowledge and best practices across the team, contributing to skill development and capacity building within the NRU. Lead NRU Information Management processes and policies development.

Perform any other related duty as assigned.

4.  INTERRELATIONSHIPS

The Head, Finance and Administration reports to the Head of the NRU, ensuring appropriate consultation with the Deputy Head NRU. Additionally, the incumbent is functionally accountable to the NATO IS Financial Controller and acting under their relevant delegated authority on all financial matters. They work closely with other sections across the NRU and at NATO HQ.

Direct reports: 6 (3 IS, 3 LES)

Indirect reports: 7 (7 LES)

5.  COMPETENCIES

The incumbent must demonstrate:

·       Achievement: Creates own measures of excellence and improves performance.

·       Analytical Thinking: Sees multiple relationships.

·       Clarity and Accuracy: Monitors others’ work for clarity.

·       Conceptual Thinking: Applies learned concepts.

·       Customer Service Orientation: Makes things better for the customer, addressing underlying customer needs.

·       Impact and Influence: Uses indirect influence.

·       Initiative: Is decisive in a time-sensitive situation.

·       Teamwork: Solicits inputs and encourages others.