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Contract agent Ofiter Financiar

la Agentia Executiva pentru Competitivitate si Inovare (EACI) in Brussels

Executive Agency for Competitiveness and Innovation (EACI)
FINANCIAL OFFICER (Reserve list)
REF.: EACI/III/2012/005
LOCATION: BRUSSELS

JOB DESCRIPTION

Functions and Duties

Budget, Finance and Contracts: Financial initiation
• Assist the Project officers in the formal aspects of the preparation of a call for
proposals/tender dossier;
• Collect, verify and process all financial and legal documents required from beneficiaries;
• Check financial viability of beneficiaries and encode beneficiaries’ data into ABAC;
• Assist Project officers in the financial negotiation with beneficiaries (budget adjustments, information on eligibility of costs, etc.);
• Prepare the contract/grant agreement/amendment with the selected beneficiaries and create corresponding commitments;
• Carry out the analysis of financial guarantees in conformity with the financial regulations;
• Follow up the financial implementation of projects, check cost statements;
• Prepare payments and recovery orders ensuring that are they are financially and procedurally correct, that is, in conformity with the contract and the regulations;
• Liaise with beneficiaries on all financial issues;
• Ensure the respect of the Financial Regulation and the compliance of the EACI Manual of procedures;
• Prepare de-commitments (ensure timely closure of contracts and administrative commitments);
• Give visa of Financial Initiation.

Budget, Finance and Contracts: Financial coordination and support
• Contribute to develop and implement homogeneous and compatible procedures, norms and methods to process and access financial information and documents;
• Assist in preparing and monitoring the financial aspects of Calls for Proposals and Calls for Tender;
• Provide support to Project officers in all the financial processes (selection, negotiation, preparation, amendment and closing of contracts, commitments, payments and recoveries) in order to solve specific financial issues as well as to ensure financial viability;
• Prepare and finalise notes and financial correspondence with beneficiaries;
• Contribute to the efficient functioning of the financial team, providing back-up to colleagues when needed.

Information and Documentation Management: Management of financial information
• File financial documents, correspondence and returned files and requests for clarification, according to filing rules;
• Open/register/filter incoming mail related to financial issues and route mail to appropriate individuals/units;
• Oversee all original contracts and the corresponding database;
• Maintain a master archive of signed contracts and advance payments at the level of the unit in agreement with EACI rules;
• Ensure quality/coherence of financial and contractual data in/between different databases.

Audit: Audit support and follow-up
• Provide assistance for "on the spot" control and audit missions;
• Follow up audited contracts;
• Assist in the collection of the necessary information for audit and control by Commission services or the European Court of Auditors.

Budget and Finance: Financial Reporting
• Prepare and maintain follow-up tables as tools for decision-making of staff and managers;
• Prepare replies to requests for information from the hierarchy and other services within the Commission.

QUALIFICATIONS AND EXPERIENCE REQUIRED
A. Eligibility criteria
Candidates will be considered eligible for selection on the basis of the following formal criteria to be fulfilled by the deadline for applications:
1. To be included in the European Personnel Selection Office (EPSO) database for contract agents in function group III in a field related to the profile of the post (i.e. Finance/Account Officer/Assistant, Administrative Officer/Assistant) and have successfully passed the EPSO selection and competence tests for that function group.
This implies that candidates included in the European Personnel Selection Office (EPSO) database for contract agents, in function group III, following the CAST 25 and CAST 27, can be considered eligible for this call for expression of interest.
Candidates included in the EPSO database for contract agents, in function group III, following the CAST 2010 can only be considered eligible in case they have successfully passed the competence test that was organised by EPSO in the summer of 2011.
Candidates included in the European Personnel Selection Office (EPSO) database for contract agents CAST RELEX are not considered as eligible for this post.
2. A post-secondary education (with an official duration of at least three academic years) attested by a diploma;
or
a secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of three years.
(Only diplomas that have been awarded in EU Member States or that are the subject of equivalence certificates issued by the authorities in the said Member States shall be taken into consideration.)
3. To have a thorough knowledge of at least two official languages of the European Union;
4. To be entitled to his or her full rights as a citizen;
5. To have fulfilled any obligations imposed by the applicable laws concerning military service;
6. To meet the character requirements for the duties involved;
7. To be physically fit to perform the duties linked to the post.

B. Selection criteria

Essential selection criteria
1. After obtaining the qualifications mentioned in point A(2) here above, candidates must have acquired at least two years of relevant professional experience in a position with similar duties i.e. in the field of grants, procurement, contract management, accounting.
2. Very good oral and written command of English;
3. Proactive attitude and very good teamwork;
4. Ability to work under pressure and manage his/her responsibilities within tight deadlines.

Advantageous selection criteria
1. Diploma in a field related the profile of the post (finance, accounting, economics or audit) and/or relevant additional studies, training or certification;
2. Previous professional experience of at least one year in a similar position within the EU institutions;
3. Knowledge of the organisation, structure, working procedures and policies of Commission services/Agencies and familiarity with the European Union and its institutions;
4. Good communication and social skills;
5. Advanced knowledge of MS Excel and Word;
6. Good oral and written command of French and/or German;
7. Good oral and written command of an additional EU language.

The place of employment will be Brussels, Belgium where the Agency has its premises.

APPLICATION PROCEDURE
Applications not fulfilling the criteria set out in this vacancy notice will not be considered.
It is the responsibility of applicants to complete their online registration before the deadline for submission of applications. The Agency strongly advises not to wait until the last few days before the deadline for applying, since heavy internet traffic or connection difficulties could lead to the problems. Candidates should note that it will no longer be possible to register applications after the deadline for submission.
To be able to apply online via the EU CV online database, candidates must first create an account or register to their active account. Candidates are advised to fill out all (relevant) fields of the application. On completion of their online registrations, applicants will receive a confirmation number. This number confirms that the Agency registered the application and should be kept by candidates as it will serve as the application's reference number. Receipt of the confirmation number closes the online application process and confirms that the Agency registered the data entered by the applicant. If you do not receive a number, your application was not registered!
You can update your application until the closing date without modifying the data in your e-CV.
Candidates are invited to indicate in their online application any special arrangements that may be required if invited to attend an interview.
If at any stage in the procedure it is established that any of the information a candidate provided is incorrect, the candidate in question will be disqualified.
Deadline for applications: Monday 29 October 2012 at noon (Brussels time).
Sursa: EACI.


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