Administration and Finance Coordinator - EU Cyber Direct

Ref.: EUISS (2024) TEMP 02

Status: Temporary Staff Member

Place of employment: Brussels

Starting date: as soon as possible

Duration: The successful candidate will be offered a full-time contract until 31 August 2024.

Salary: The monthly salary for this position is EUR 4.000, subject to national taxes and social insurance. The Administration and Finance Coordinator will be working full-time from the EUISS office in Brussels.

Job description

The EUISS is leading the EU Cyber Direct - EU Cyber Diplomacy Initiative, an EU-funded project focused on policy support, research, outreach and capacity building in the field of cyber diplomacy. The EUISS assumes the managerial and secretarial responsibilities for the Action. For detailed information on the EU Cyber Direct - EU Cyber Diplomacy Initiative, please consult the dedicated project website.

The Administration and Finance Coordinator will provide financial coordination and reporting as well as provide administrative delivery and coordination. He/she will be responsible for establishing contacts with the external suppliers and exchanges with them, administrative and financial coordination with the partner organisations as well as preparation and execution of other administrative and financial aspects of the project. He/she will work closely with the Events and Communications Coordinator in the organisation of the activities and with the Project Coordinator regarding overall project deliverables.  The Administration and Finance Coordinator will report to the Project Director based in Brussels and will work closely with other members of the team at the EUISS and at the partner institutions.

Main responsibilities

Under the supervision of the Project Director, s/he will oversee and carry out:

Administrative delivery and coordination

• Identify and establish contacts with service providers for project activities (e.g. hotels, catering services, etc.), in cooperation with the Events and Communications Coordinator;
• Collecting documentation relevant for the project reporting purposes (e.g. indicators reporting), in cooperation with the Project Coordinator;
• Arrange contracting of experts and service providers as well as report for contracted experts;
• Liaise with partner organisations regarding their project-related reporting obligations (e.g. collection and validation of timesheets, verification and validation of activity budgets, etc.);
• Other administrative matters related to the EU Cyber Direct contract in order to ensure on-time implementation of the project.

Financial coordination and reporting

• Financial and administrative management of grant, service and private contracts (e.g.  of suppliers’ invoices; initiation of payments; management of customer and supplier accounts);
• Preparing (annual/interim) cost statements for the project and ensuring that expenses are properly incurred and are fully eligible under the rules of the funding bodies;

• Engage with EUISS departments involved in the project implementation (Finance, Administration and Personnel), partner organisations and other relevant parties to provide regular and end-of-year financial reporting.

Eligibility criteria

On the closing date for applications, candidates must fulfil all the following conditions:

• Be a national of a member state of the European Union;
• Enjoy full rights as a citizen attested by a recent extract from judicial record and/or certificate of good conduct;
• Have fulfilled any obligations imposed by national law on military service;
• Be physically fit to perform the required duties;
• Have a post-secondary education attested by a diploma, preferably in the field of finance or administration, followed by at least two years of professional experience in the field of finance and/or administration.

Selection criteria

Essential

Prior knowledge of cyber-related issues is not necessary to apply for this position.  

• Demonstrated professional experience in similar positions;
• Proficient use of Microsoft technologies (Word, Excel, PowerPoint);
• Excellent client/service orientation paired with the ability to deal with people tactfully and confidentially;
• Creative, flexible, organised, solution- and output-oriented, and meticulous in achieving delivery targets.

• Strong interpersonal skills, including the ability to work effectively in a multi-cultural and multi-disciplinary environment as a team member as well as independently;
• Excellent command of English (writing and spoken) and a satisfactory knowledge of another official language of the European Union.

Desirable

• Relevant work experience in similar positions in European institutions and/or agencies;
• Familiarity with the use of finance software (e.g. D365);
• Experience in working with EU-funded projects;
• Knowledge of Spanish and/or French.

Procedure

All interested candidates must complete the online application form, and attach:

• A detailed CV in English (with a clear indication of educational attainment and professional experience);
• A cover letter in English addressed to the EUISS Director.

Applications received by email, fax or post will not be considered. Only correctly and fully completed applications will be accepted.

The deadline for submitting applications is Tuesday 23 April 2024, 12:00 CEST.

All eligible applications will be scrutinised by a Selection Committee. Candidates whose applications best match the selection criteria will be invited for an interview. In addition, a second interview or written tests may be carried out.

All applicants will be informed of the results of their application by the end of the selection procedure.

The EUISS is an equal opportunities employer and accepts applications without distinction on the grounds of age, race, political, philosophical or religious conviction, sex or sexual orientation and regardless of disabilities, marital status or family situation.

Any questions related to this selection procedure have to be submitted to EUISS Human Resources via the online contact form and indicating the reference of the vacancy notice.

The processing of personal data by the EUISS is governed by Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data, and repealing Regulation (EC) N° 45/2001 and Decision N° 1247/2002/EC. By submitting an application, the applicant consents to the processing of the personal data contained in the application form and the supporting documents enclosed therewith, in the sense of Article 5.1 (a) of the Regulation. The personal data in question is collected by the EUISS for the sole purpose of this selection process.