Head, Finance and Administration
Head, Finance and Administration
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Job Description
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 NATOs 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 NATOs 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 NATOs 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).
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
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.
7. USEFUL INFORMATION REGARDING APPLICATION AND RECRUITMENT PROCESS
Please note that we can only accept applications from nationals of NATO member must be submitted using e-recruitment system as applicable:
- For NATO civilian staff members only: please apply via the internal recruitment portal (link);
- For all other applications: you apply to any position we encourage you to click here and watch our video providing 6 tips to prepare you for your application and recruitment process.
Do you have questions on the application process in the system and not sure how to proceed Click here for a video containing the information you need to successfully submit your application on time.
More information about the recruitment process and conditions of employment can be found at our website ( will be subject to receipt of asecurity clearance(provided by the national Authorities of the selected candidate) approval of the candidatesmedical fileby the NATO Medical Adviser verification of your study(ies) and work experience and the successful completion of theaccreditationand notification process by the relevant authorities.
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 NATOs sole discretion and NATO reserves the right to take further steps in such cases as appropriate.
8. ADDITIONAL INFORMATION
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.
NATO is committed to fostering an inclusive and accessible working environment where all candidates living with disabilities can fully participate in the recruitment and selection process. If you require reasonable accommodation please inform us during your selection process.
Candidates will be required to provide documented medical evidence to support their request for accommodation.
Building Integrity is a key element of NATOs core tasks. As an employer NATO values commitment to the principles of integrity transparency and accountability in accordance with international norms and practices established for the defence and related security sector. Selected candidates are expected to be role models of integrity and to promote good governance through ongoing efforts in their work.
Due to the broad interest in NATO and the large number of potential candidates telephone or e-mail enquiries cannot be dealt with.
Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature albeit at the same or a lower grade provided they meet the necessary requirements.
The nature of this position may require the staff member at times to be called upon to travel for work and/or to work outside normal office hours.
The organization offers several work-life policies including Teleworking and Flexible Working arrangements (Flexitime) subject to business requirements.
Please note that the International Staff at NATO Headquarters in Brussels Belgium is a non-smoking environment.
For information about the NATO Single Salary Scale (Grading Allowances etc.) please visit ourwebsite. Detailed data is available under the Salary and Benefits tab.
NATO does not charge any application processing training interviewing testing or other fee in connection with the application or recruitment process. For more info please click here.
Employment Type
Full-Time
