Financial Controller

1.       SUMMARY

The Office of Financial Control (OFC) is responsible for the management of financial and budgetary control systems for several NATO entities, primarily the NATO International Staff (IS) and its civil budget. As the custodian of member Nations’ funds, the OFC provides reliable and value adding financial and procurement services in support of IS Divisions and offices, enabling them to achieve Organization’s objectives. It works to comply with international accounting standards (i.e. IPSAS) and other best practices.

The OFC is responsible for procurement, financial operations, budgeting and reporting for: the NATO IS civil and reimbursable budgets (including satellite offices); NATO-wide pensions and insurance related funds; bodies /projects located at NATO HQ (NHQ) for which OFC is responsible for providing procurement, budgetary, financial and accounting services. The OFC is also responsible for providing procurement, cash management, finance and accounting support to a number of extra budgetary funds (including trust funds) and bilateral arrangements, for which the provision of similar services is agreed. The NATO-IS budget includes Brussels Headquarters operations as well as NATO Satellite Offices (NASOs). The OFC is organised around five functions, with a Front Office overseeing these functions:

-       Budget Planning and Analysis and Procurement;

-       Control, Accounting and Finance including Missions (Duty Travels);

-       Treasury;

-       Strategic Analysis and Reporting (SAR); and

-       ERP Competency Centre.

In accordance with the NATO Financial Rules, the Financial Controller is entrusted with a number of responsibilities set by the NATO Financial Regulations (NFRs), to ensure the Office can deliver efficiently and cost-effectively the aforementioned services and activities. This includes accounting and reporting activities of the NATO IS, adherence to sound financial management, management of appropriated and non-appropriated funds, organisation and administration of the financial internal control system, prior approval of commitments, adherence to procurement and contracting principles. The Financial Controller may have recourse to the Budget Committee for resolution of any persistent doubt or disagreement regarding the compliance of any proposed measure or decision with the provisions of the NFRs.

Key challenges facing the successful candidate for this post during the next 2-3 years will include:

1. Implement a new budgeting approach, as agreed by the Allied Nations;
2. Adapt internal control system to the needs of rapidly growing organization;
3. Prepare the finance function to be supported by advanced technologies;
4. Ensure effective implementation of key IPSAS standards in line with the evolution of the Organization activities.

!! In addition to the application form, candidates are expected to submit a Word or pdf document, maximum of two A4 pages, summarizing their views on the key (and possible other) challenges, and how they would address them if selected for the position.

2.       QUALIFICATIONS AND EXPERIENCE

ESSENTIAL

The incumbent must:

• possess a Master’s 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 15 years of experience in the fields of accounting, audit, financial control or financial management in private and/or public international organisations and/or governmental agencies, out of which at least 10 years gained in progressively senior leadership and managerial positions;
• have experience working in a multilateral and multicultural environment;
• have knowledge of accounting standards such as IPSAS or IFRS;
• have expertise in interpreting, analysing and presenting information to facilitate consensus and achieve desired outcomes;
• have excellent communication skills, both orally and in writing, and be able to draft clearly and concisely in at least one of NATO’s official languages;
• possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; and II (“Elementary”) in the other.

DESIRABLE

The following would be considered an advantage:

• knowledge of internal control frameworks such as COSO;
• IPSAS, IFRS or similar certifications;
• understanding of public procurement principles and practices;
• a higher level of proficiency in NATO’s official languages (English/French).

3.       MAIN ACCOUNTABILITIES           

Vision and Direction

Under the guidance of the Secretary General, develop and formulate strategic goals and objectives for the IS financial management, building upon accountability and transparency, and ensure follow-up and implementation. Review and maintain the strategic vision for the OFC, prioritising, organising and supervising the work of the OFC accordingly, in compliance with the NFR.

Financial Management

Supervise the preparation of Medium-Term Financial Plans (MTFP) for the Civil Budget and ensure that such plans are reviewed and updated in light of new developments. Supervise the preparation of annual estimates for the Civil Budget (NATO HQ-IS). Ensure OFC operates under the principles of sound financial management, ensuring accountability and transparency in the management of Allied Nations’ contributions to NATO Civil Budget and other funds (common funded budgets, Trust Funds, etc.). Be responsible for the financial management of the Pension Schemes and the Retirees Medical Claims Fund (RMCF), in line with Management Boards’ direction and guidance. 

Ensure compliance with NFRs, Financial Rules and Procedures (FRPs), the NATO Accounting Framework, and all other financial directives. Supervise and record requests for authorisation to commit funds and proposals for the payments of amounts owed by the Organisation. Ensure that the required funds are invested properly and safely. Oversee the development and co-sign the financial statements of the entities under FC purview, along with the relevant Head of NATO Body.

Policy Development

Support the development and update of NFRs and IS FRPs. Provide the budget committee with lessons learned to increase relevance and effectiveness of regulations and recommend amendments as required. Put in place and implement policies and procedures to ensure sound financial management across the Organization. Develop the policy related to, and the oversight of, the internal control system in place in the OFC in relation to risks in the areas of compliance, financial reporting, operations and preservation of assets. Develop and issue, in conjunction with other relevant internal stakeholders, implementing directives concerning matters of financial control (e.g. mission travel, hospitality, procurement, budgeting, end of year closure, management of extra-budgetary funds).

Planning and Execution

Ensure that sound financial management practices are in place and Divisions are provided with the necessary resources to achieve Organization’s objectives. Ensure that risk management is embedded in OFC activities. Put in place and supervise the policy and procedures required to support the principles of transparency and accountability such as the generation process of the Statement of Internal Control and the Management Representation Letter which are co-signed by the Financial Controller and the NATO Secretary General and respectively attached to the annual financial statements and submitted to the external auditors (IBAN). Ensure proper planning, reporting and execution of the procurement actions as a Chair of the Contracts Awards Committee (CAC).

Expertise Development

Ensure that the OFC staff stay abreast of changes and evolutions in the areas of finance, risk management, procurement and ERP and that such knowledge is converted into practice. Support development of relevant training plans for staff and anticipate future requirements. 

Organisational Efficiencies

Enhance co-operation across NATO and within the OFC to support decision-making. Identify efficiencies across all areas of the OFC. Enable modern, efficient and reliable ways of working. Make sure that agreed external audit (IBAN) and internal audit recommendations are efficiently and effectively implemented as required.

People Management

Inclusively lead and manage a diverse staff. Lead by example to ensure adherence to the highest ethical standards. Create a motivating and effective workplace. Promote an inclusive environment, building upon in-depth mentoring, coaching and training opportunities and be available to offer guidance. Ensure that all staff under their responsibility are clear on organizational objectives and promote long term improvements whilst keeping the pace of daily activities. Provide regular and fair feedback on performance. 

Stakeholder Management

Provide senior assistance, advice and recommendations on financial matters to the Private Office, the Resource Policy and Planning Board (RPPB), the Deputies Committee (DPRC), and the Budget Committee (BC). Share knowledge and experience, and cooperate, with the other NATO Financial Controllers.

Representation of the Organization

Chair the RMCF Supervisory Board. Participate in the Management Board for pension schemes. Represent the NATO IS at Senior Customer Board of the NATO General Procurement Shared Services and at the NATO-wide Working Group of Financial Controllers. Co-sign commercial contracts in the name of the Organisation.

Perform any other related duty as assigned.

4.       INTERRELATIONSHIPS

The Financial Controller is responsible to the Secretary General, and to the Board of Directors of certain NATO bodies and accountable to the Budget Committee. They work in close relationship with the Private Office and senior leadership across the International Staff. They coordinate with the other Heads of Independent Offices and with the ASGs. They exercise operational authority for the certain operations on behalf of the IMS at NATO Headquarters. They also provide financial advice to various committees, particularly the Budget Committee and the RPPB and DPRC.

Direct reports: 6

Indirect reports: 60

5.       COMPETENCIES

The incumbent must demonstrate:

• Achievement: Demonstrates decisiveness based on solid considerations and trade-offs;
• Change Leadership: Champions change;
• Conceptual Thinking: Creates new concepts;
• Developing Others: Provides in-depth mentoring, coaching and training;
• Impact and Influence: Uses complex influence strategies;
• Initiative: Plans and acts for the long-term;
• Leadership: Communicates a compelling vision;
• Organisational Awareness: Understands underlying issues;
• Self-Control: Stays composed and positive even under extreme pressure.