Administration and Finance Coordinator

Ref.: EUISS (2022) TEMP 001

EU Cyber Diplomacy Support Initiative - EU Cyber Direct

Title: Administration and Finance Coordinator

Temporary Staff Member

Place of employment: Brussels, Belgium

Indicative starting date: As soon as possible

Salary:

The maximum 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.

Duration:

Until the end of the project in August 2024.

Job description

The EUISS is looking for a highly motivated and dynamic individual with a great sense of responsibility to support the implementation of the EU Cyber Direct Project.

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

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 who enjoys full rights as a citizen attested by a recent extract from judicial records 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 post-secondary education attested by a diploma, preferably in the field of human resources management or administration, followed by at least two (2) 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 command of spoken and written English;
• Ability to work under pressure and to deliver to high standards under tight deadlines;
• Good sense of initiative and problem-solving skills;
• Ability to independently organise and prioritise a number of parallel tasks;
• Have an eye for detail;
• High level of discretion and integrity;
• Excellent client/service orientation;
• Excellent communication skills and ability to deal with people tactfully and confidentially;
• Ability to work well in a team as well as autonomously;
• Ability to work effectively within a multicultural environment.

Desirable:

• Relevant work experience in similar positions in European institutions and/or agencies;
• Familiarity with the most common accounting software;
• Experience in working with EU-funded projects;
• Knowledge of Spanish and/or French.

Procedure

The EUISS recruitment procedure is applicable.

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 28 November 2022, 12:00 CET.

The Selection Board will screen the applications and establish a shortlist of candidates to be invited for an interview.

The duration of the contract is until the end of the project in August 2024 with a nine-month probationary period.

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

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.

Complaints: Candidates have the right to address to the Director of the EUISS an administrative complaint under Article 30.1 of the EUISS Staff Regulations. The complaint must be directed against an act that adversely affects their legal status as a candidate.

Candidates also have the right to submit an appeal to the EUISS Appeals Board, under Article 30.3 and Annex X of the EUISS Staff Regulations. Appeals are not admissible before an administrative complaint has first been made.

Candidates can make a complaint to the European Ombudsman. It should be noted that, under Article 2(4) of the general conditions governing the performance of the Ombudsman’s duties, any complaint lodged with the Ombudsman must be preceded by the appropriate administrative approaches to the institutions and bodies concerned.

Should a candidate have any questions related to the current vacancy notice or the selection procedure or the procedure to follow in case they want to lodge a complaint, they should contact Human Resources using the online contact form and indicate the reference of the vacancy notice.