Financial Officer & Controller

(EUISS Post 16) – Ref.: EUISS (2023) PER 04

Status: Contract Staff Member

Grade: A3

Place of employment: Paris

Indicative starting date: 1 January 2024

Salary: the salary scale of the EUISS is calculated according to that of the Coordinated Organisations to which the grade A3 makes reference

Duration: 3 years, renewable for a maximum of 6 additional years

Job description

The European Union Institute for Security Studies (EUISS) is the EU Agency that analyses foreign, security and defence policy issues. With its Headquarters in Paris and a Liaison Office in Brussels, it also acts as an interface between European experts and decision-makers at all levels. It provides relevant expertise to both EU/national officials and the wider public through publications, seminars and other activities.

Reporting to the Director of the Institute, the Financial Officer & Controller oversees all financial matters of the EUISS, including budget management, preparation of financial reports and ensures that all financial transactions are conducted legally and ethically in compliance with the EUISS rules and procedures.

MAIN RESPONSIBILITIES

Budget management

• Prepare the annual budget of the EUISS in consultation with the Director and the Authorising Officers by Delegation.
• Monitor the budget execution and recommend any budget revisions as required.
• Prepare the budget closure exercise including the carry forward of budget appropriations.
• Oversee the budget matters for the extra-budgetary projects and advise the projects’ staff on appropriate actions.

Accounting

• Ensure all accounting transactions are recorded timely and correctly in the General Ledger.
• Regularly perform the accounts reconciliation including the reconciliation of cash and bank statements.
• Perform the accounting period closure process, including calculation of the fixed assets’ depreciation.
• Prepare the annual financial statements in accordance with IPSAS and other applicable reporting standards.

Financial control

• Review and certify the budgetary commitment requests in line with the approved budget.
• Ensure that all financial transactions are compliant with the EUISS Financial Regulations.
• Ensure the relevant internal control measures are properly implemented.
• Liaise with EUISS College of Auditors for all audit-related matters.

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.

ESSENTIAL QUALIFICATIONS

Education

• Minimum of a first‐level university degree in the field of finance, accounting, business administration or closely related field(s).

Professional experience

• Minimum of seven years of relevant professional experience in similar positions, of which minimum three years acquired at the international level.

Skills and Competencies

• Ability to provide guidance in the financial management with proven experience in budgeting and financial reporting.
• Ability to provide quality and timely support and services.
• Good IT skills, knowledge of an ERP and financial management tools.
• Experience in managing staff.
• Excellent communication and drafting skills, with a demonstrated ability to write and present effectively to different audiences.
• Strong interpersonal skills, including the ability to work effectively in a multi-cultural and multi-disciplinary environment, as a team manager as well as independently.
• High professional values and standards characterised by objectivity, analytical rigour, integrity, and confidentiality.

Languages

• Excellent English writing and speaking skills; good command of French.

DESIRABLE QUALIFICATIONS

Education

• A professionally recognised Accountancy Certification.

Professional experience

• Minimum of three years’ relevant professional experience in public sector accounting.
• Relevant professional experience in EU institutions or agencies or the Coordinated organisations.

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 Friday 2 June 2023, 14:00 CET.

The Selection Board, chaired by the Director of the EUISS, will screen the applications and establish a shortlist of candidates.

-- Updated 8/6 -- All short-listed candidates will be invited for a practical test. After the assessment of the tests, maximum of eight short-listed candidates who will score the highest result will be invited for an interview. Tests and interviews will be held remotely.

Following the interview, the successful candidate will be offered an initial contract of three years 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 indicating the reference of the vacancy notice.