Finance and Budget Officer

eu-LISA - European Agency for the Operational Management of Large-scale IT Systems in the Area of Freedom, Security and Justice

Finance and Budget Officer

eu-LISA - European Agency for the Operational Management of Large-scale IT Systems in the Area of Freedom, Security and Justice

Tallinn, Estonia

VACANCY NOTICE Ref. No: eu-LISA/17/TA/AD7/11.1 Finance and Budget Officer

Sector/Unit/Department: Finance and Budget Sector/Finance and Procurement Unit/Resources and Administration Department
Function Group/Grade: Temporary Agent/AD 7
Starting date: as soon as possible
Level of Security Clearance: CONFIDENTIEL UE/EU CONFIDENTIAL
Closing date for applications: 14 December 2017 23:59 EET and 22:59 CET

1. BACKGROUND

Applicants are invited to apply for the above mentioned post at the European Agency for the operational management of large-scale IT systems in the area of freedom, security and justice (hereinafter referred to as “eu-LISA” or “the Agency”). eu-LISA was established by Regulation (EU) No 1077/2011 of the European Parliament and of the Council dated 25 October 20113 (hereinafter referred to as “the Regulation”). eu-LISA became operational on 1 December 2012.

The seat of eu-LISA is Tallinn, Estonia. Tasks related to development and operational management of the current and future systems are carried out in Strasbourg, France. eu-LISA also has a backup site is Sankt Johann im Pongau, Austria and a Liaison Office in Brussels, Belgium.

eu-LISA is responsible for the long-term operational management of Eurodac, the second generation Schengen Information System (SIS II) and the Visa Information System (VIS). In the future, eu-LISA may also be made responsible for the preparation, development and operational management of other large-scale IT systems in the area of freedom, security and justice, if so entrusted by means of separate legal instruments. The Entry/Exit System aims to facilitate the border crossing of legitimate travellers while increasing the possibility to identify over stayers and irregular migrants, as well as facilitate the implementation of return decisions. The new system will also ensure a better identification of third country nationals and will allow detecting people using several identities. The objectives of the system are to improve the management of external borders, reduce irregular migration and contribute to the fight against terrorism and serious crime and ensure a high level of security. Trialogue discussions on the Entry/Exit System are ongoing and expected to be finalised by June 2017. The Agency has started all necessary preparations and stands ready to start implementation, as soon as the legal basis is approved, with the aim to have the system operational by 2020.

The core task of eu-LISA is to ensure the effective, secure and continuous operation of said IT-systems. The Agency is also responsible for the adoption of necessary measures to ensure the security of the systems and the security of the data therein.

Beyond these operational tasks, eu-LISA is responsible for reporting, publishing, monitoring and organising specific training sessions on the technical use of the systems, implementing pilot schemes upon specific and precise requests of the European Commission and the monitoring of research relevant for the operational management of the systems.

2. THE FINANCE AND PROCUREMENT UNIT

The mission of the Finance and Procurement Unit is to ensure efficient, effective and timely management of financial and material resources, including transparent and non-discriminatory procurement and accurate reporting on the utilisation of the approved budget.

Supporting the Agency’s vision to become a centre of excellence for the development and operational management of large scale IT systems in the area of freedom, security and justice, the Unit will establish, maintain and regularly review its internal procedures for management of its financial resources and efficient and high quality service to its operation.

In addition, the Finance and Procurement Unit strives for the following values:

  • Relations with organisation: professionalism, loyalty, impartiality and transparency;
  • Relations with colleagues: partnership, resourcefulness and efficiency;
  • Relations with staff: service oriented attitude, fairness and enhancement.

3. TASKS AND RESPONSIBILITIES

Within the Finance and Procurement Unit, under the coordination of the Head of the Finance and Budget Sector (or performing such function upon formal appointment of the Appointing Authority), and reporting to the Head of Finance and Procurement Unit, the Finance and Budget Officer will contribute to and facilitate the development and implementation of eu-LISA's financial and budgetary activities in accordance with established financial procedures, with particular reference to the expected increase in workload deriving from the development of an Entry/Exit System.

The Finance and Budget Officer will be responsible for:

Financial Management

  • performing the duties of Financial Verifying Agent – consisting of performing the duties and checks established in the Agency’s workflows for data entry, budgetary commitments, payment requests, recoveries, regularisations, within the established financial circuits, requiring the use of Accrual Based Accounting (ABAC) software tools;
  • fulfilling a senior role in the analysis and reporting on the utilisation of appropriations available to the Agency, including financial performance indicators;
  • ensuring that documentation supporting financial transactions are complete, correct, and filed in accordance with financial, data protection and other administrative rules;
  • ensuring the smooth execution of payments within the time limits of the applicable EU financial regulations;
  • contributing to the processing of Value Added Tax (VAT) claims on behalf of the Agency.

Budgetary Management

  • fulfilling a senior role in the preparation of the annual budget planning documents (draft and final statement of estimates of revenue and expenditures; eu‐LISA’s budget for adoption by the Management Board);
  • fulfilling a senior role in the planning, monitoring and reporting of the utilisation of the Agency’s budgetary resources, including in an activity-based budgeting perspective;
  • extracting and providing information, data or statistics on financial/budgetary/contractual aspects of the Agency;
  • fulfilling a senior role in the planning and preparation of the operational and administrative budget related to the activities of eu‐LISA;
  • fulfilling a senior role in the fulfilment of statutory requirements of the Agency in the budgetary area.

Other tasks

  • fulfilling a senior role in the preparation of documents and reports for external and internal audits;
  • liaising with relevant external stakeholders on financial matters;
  • ensuring close co-operation with internal stakeholders on financial matters, including the Agency’s Accounting Officer, Internal Auditor, and relevant Units of the Agency;
  • providing guidance to staff on financial matters, including arranging and directly performing training;
  • following up on the development of EU legislation in the area of financial management and compiling a relevant electronic documents’ depository;
  • if formally appointment by the Authorising Officer, performing the duty of Authorising Officer by delegation for small value transactions in accordance with the financial rules;
  • if formally appointment by the Appointing Authority, performing the function of Head of Sector under the management of the Head of Unit;
  • ensuring proper handover to the staff replacing him/her when absent from the office;
  • performing any other relevant tasks as requested by the Head of Unit and/or Head of Sector.

4. QUALIFICATIONS AND EXPERIENCE REQUIRED

4.1. Eligibility criteria

Applicants will be considered eligible for the selection on the basis of the following formal criteria to be fulfilled by the deadline for applications:

4.1.1. he/she has a level of education which corresponds to completed university studies attested by a diploma when the normal period of university education is four years or more, or a level of education which corresponds to completed university studies attested by a diploma and appropriate professional experience of at least one year when the normal period of university education is at least three years;

N.B. Only qualifications that have been awarded in EU Member States or that are subject to the equivalence certificates issued by the authorities in the said EU Member States shall be taken into consideration.

4.1.2. he/she by the closing date for applications has acquired at least six (6) years of proven full-time professional experience after the award of the qualification certifying the completion of the level studies required as a condition of eligibility as above;

4.1.3. he/she is a national of one of the Member States of the Union, Norway, Iceland, Liechtenstein or Switzerland and enjoys his/her full rights as a citizen;

4.1.4. he/she has fulfilled any obligations imposed on him/her by the laws concerning military service;

4.1.5. he/she produces the appropriate character references as to his/her suitability for the performance of his/her duties;

4.1.6. he/she is physically fit to perform his/her duties; and

4.1.7. he/she produces evidence of a thorough knowledge of one of the languages of the Union and of a satisfactory knowledge of another language of the Union to the extent necessary for the performance of his/her duties.

4.2. Selection criteria

4.2.1. Professional competencies

The applicant will be required to demonstrate that he/she has:

  • proven cumulative professional experience of at least 3 (three) years in:
    • analysing and evaluating financial/budgetary data; and/or
    • performing financial/budgetary transactions;
  • professional experience in the regular use of an accounting, financial, or performance analysis/business intelligence software;
  • advanced knowledge of the Microsoft Office suite of software (Word, Excel – advanced user level, Power Point, Outlook);
  • strong quantitative skills applied to financial, budgetary, statistical data analysis and forecasting;
  • strong drafting and communication skills in English both orally and in writing, at least at the level C1.

4.2.2. Besides the following attribute will be considered as advantageous:

  • professional familiarity with the European public administration environment;
  • professional experience in the leading and coordination of a financial/budgetary team;
  • in-depth knowledge of EU Financial Regulations and their implementation;
  • experience of ABAC (EU Financial software) and/or in Business Objects;
  • working knowledge of French at least at the level B2.

4.2.3. Personal qualities

Attributes required for this post include:

  • excellent analytical and problem-solving skills, ability to think creatively, strong sense of integrity, initiative and responsibility;
  • high level of capability to organise and plan the work, pro-activeness and ability to handle multiple tasks when required;
  • supportive and helpful approach to others, with co-operative and serviceoriented attitude, good communication and interpersonal skills, ability to cooperate smoothly in a multicultural environment.

The working language of eu-LISA is English. Therefore, the ability to communicate in English is an essential requirement.

5. INDEPENDENCE AND DECLARATION OF INTEREST

The selected Finance and Budget Officer will be required to make a declaration of commitment to act independently in eu-LISA`s interest and to make a declaration in relation to interests that might be considered prejudicial to his/her independence.

6. EQUAL OPPORTUNITIES

eu-LISA applies an equal opportunities policy and accepts applications without distinction on grounds of sex, race, colour, ethnic or social origin, genetic features, language, religion or belief, political or any other opinion, membership of a national minority, property, birth, disability, age or sexual orientation.

7. SELECTION PROCEDURE

The selection procedure includes the following steps:

  • A Selection Committee designated by the Appointing Authority (`eu-LISA`s Executive Director`) is set up for the selection procedure;
  • After registration, each application is checked to verify whether the applicant meets the eligibility criteria;
  • All the eligible applications are evaluated by the Selection Committee based on selection criteria defined in the vacancy notice;
  • The best-qualified applicants, who obtained the highest number of points are short-listed for an interview which will be complemented by a written competency test;
  • The interview and a written test are conducted in English. In case English is the mother tongue of an applicant, some interview questions or test questions will be in the language they indicate on the application form as their 2nd EU language;
  • During the interviews and the written test, the Selection Committee examines the profiles of applicants and scores the candidates in accordance with the selection criteria;
  • Applicants invited to an interview will be requested to present, on the day of the interview, originals of their diploma(s) and evidence of their professional experience, clearly indicating the starting and finishing dates, and the workload;
  • After the interviews and tests took place, the Selection Committee draws up a list of the most suitable candidates to be included on a reserve list for the post and proposes it to the Appointing Authority. The Selection Committee may also propose to the Appointing Authority the best suitable candidate to be engaged for the post;
  • In order to be considered for inclusion on the reserve list, an applicant must receive at least 50% of the maximum points from the evaluation of the interview and the test phase;
  • The Appointing Authority choses from the reserve list an applicant whom to engage for the job;
  • The reserve list established for this selection procedure will be valid until 31 December 2020 (the validity period may be extended);
  • Applicants put on the reserve list may be offered a job for the same or a similar post depending on the needs of eu-LISA and its budgetary situation, as long as the reserve list is valid;
  • Each applicant invited for interview will be informed by a letter whether or not he/she has been placed on the reserve list. Applicants should note that inclusion on a reserve list does not guarantee employment.

Please note that the Selection Committee’s work and deliberations are strictly confidential and that any contact with its members is strictly forbidden.

Because English is the working language of eu-LISA and because the successful applicant will be requested to immediately be operational, the recruitment procedure will be performed in English and all communication with applicants will be held in English.

8. ENGAGEMENT AND CONDITIONS OF EMPLOYMENT

The selected applicant will be engaged by the Authority Authorised to Conclude Contracts of employment (`eu-LISA`s Executive Director`) from the established reserve list.

For reasons related to eu-LISA’s operational requirements, once the applicant receives an engagement offer, he/she may be required to confirm their acceptance of the offer in a short time, and be available to start the contract at short notice (1 to 3 months).

The successful applicant will be engaged as Temporary Agent, pursuant to Article 2(f) of the Conditions of Employment of Other Servants of the European Communities (CEOS). The Temporary Agent post in question will be placed in Function Group AD, Grade 7 in the first or second step, depending on the length of previously acquired professional experience.

The pay of staff members consists of a basic salary in EUR weighted by the correction coefficient (for Tallinn, Estonia 77.6 %) and paid in EUR.

In addition to the basic salary, staff members may be entitled to various allowances depending on their personal situation.

eu-LISA staff members pay an EU tax at the source and deductions are also made for medical insurance, pension and unemployment insurance. Salaries are exempt from national taxation.

Staff members may also be entitled to the reimbursement of removal costs and an initial temporary daily subsistence allowance. The provisions guiding the calculation of these allowances can be consulted in Annex VII of the Staff Regulations available at the following address: http://eurlex.europa.eu/LexUriServ/LexUriServ.do?uri=CONSLEG:1962R0031:20140101:EN:PDF.

The complete salary table is available in Article 66 of the Staff Regulations.

eu-LISA staff members are entitled to annual leave of two working days per each complete calendar month of service. There are on average 19 Public Holidays per year. Throughout the period of service staff members participate in the EU pension scheme. The pension is granted after completing a minimum of 10 years' service and reaching the pensionable age. Pension rights acquired in one or more national schemes before starting to work at eu-LISA may be transferred into the EU pension system.

eu-LISA staff members are covered 24/7 and worldwide by the Joint Sickness Insurance Scheme (JSIS). Staff is insured against sickness, the risk of occupational disease and accident as well as entitled to a monthly unemployment allowance, the right to receive payment of invalidity allowance and travel insurance.

For further information on working conditions of temporary staff please refer to CEOS: http://eurlex.europa.eu/LexUriServ/LexUriServ.do?uri=CONSLEG:1962R0031:20140101:EN:PDF.

The initial duration of the contract is five years including a probationary period of nine months, with the possibility of contract renewal for another period not exceeding five years. Second renewal would be indefinite.

All selected applicants will need to have, or be in a position to obtain, a valid Personnel Security Clearance Certificate (CONFIDENTIEL UE/EU CONFIDENTIAL level).

A Personnel Security Clearance Certificate (PSCC) means a certificate issued by a competent authority establishing that an individual is security cleared and holds a valid national or EU PSC, which shows the level of EU Classified Information (EUCI) to which that individual may be granted access (CONFIDENTIEL UE/EU CONFIDENTIAL or above), the date of validity of the relevant PSC and the date of expiry of the certificate itself. For more information about EUCI please consult the Commission Decision (EU, Euratom) 2015/444 of 13 March 2015 on the security rules for protecting EU classified information.

Applicants who currently hold a valid security clearance shall provide a copy of the security clearance to eu-LISA and specify the issuing authority, level and date of expiry. In case the validity of the security clearance expires within six months, the renewal procedure will be initiated expeditiously.

Note that the necessary procedure for obtaining a PSCC can be initiated on request of the employer only, and not by the individual applicant.

Failure to obtain the required security clearance certificate from the successful applicant`s National Security Authority, either during or after the expiration of the probationary period, will give the right to the eu-LISA to terminate any applicable employment contract.

9. PROTECTION OF PERSONAL DATA

eu-LISA ensures that applicants' personal data is processed in accordance with Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data (12.1.2001, OJ, L 8). Please note that eu-LISA will not return applications to applicants.

The legal basis for the selection procedures of Temporary Staff are defined in the Conditions of Employment of Other Servants of the European Communities .

The purpose of processing personal data is to enable selection procedures.

The selection procedure is conducted under the responsibility of eu-LISA's Human Resources and Training Unit, within the Resources and Administration Department. The controller, in practice, for personal data protection purposes is the Head of the Human Resources and Training Unit.

The information provided by the applicants will be accessible to a strictly limited number of HR staff members, to the Selection Committee, and, if necessary, to the Executive Director, Security and/or the Legal Officer of eu-LISA.

Almost all fields in the application form are mandatory; the answers provided by the applicants in the fields marked as optional will not be taken into account to assess their merits.

Processing begins on the date of receipt of the application. Our data storage policy is as follows:

  • for applications received but not selected: the paper dossiers are filed and stored in archives for 2 years after which time they are destroyed;
  • for applicants placed on a reserve list but not recruited: data is kept for the period of validity of the reserve list + 1 year after which time it is destroyed;
  • for recruited applicants: data is kept for a period of 10 years as of the termination of employment or as of the last pension payment after which time it is destroyed.

All applicants may exercise their right of access to and right to rectify personal data. In the case of identification data, applicants can rectify the data at any time during the procedure. In the case of data related to the admissibility criteria, the right of rectification cannot be exercised after the closing date of applications` submission. Any substantiated query concerning the processing of his/her personal data should be addressed to the Human Resources and Training Unit of the Agency at eulisa-RECRUITMENT@eulisa.europa.eu.

Applicants may have recourse at any time to eu-LISA’s Data Protection Officer edps@edps.europa.eu and/or the European Data Protection Supervisor (edps@edps.europa.eu).

10. APPEAL PROCEDURE

If an applicant considers that he/she has been adversely affected by a particular decision, he/she can lodge a complaint under Article 90(2) of the Staff Regulations of Officials of the European Communities and Conditions of employment of other servants of the European Communities, to the following address:

eu-LISA
(European Agency for the operational management of large-scale IT systems in the area of freedom, security and justice)
EU House
Rävala pst 4
10143 Tallinn
Estonia

The complaint must be lodged within 3 months. The time limit for initiating this type of procedure starts from the time the applicant is notified of the act adversely affecting him/her.

11. APPLICATION PROCEDURE

In order for applications to be valid and considered eligible, the applicant is required to submit:

  • eu-LISA standard application form filled in and hand-signed (scanned into PDF format);
  • Eligibility Checklist (see page 11 of this Vacancy Notice) duly completed and hand-signed (scanned into PDF format). In this Checklist the applicant verifies his/her compliance with the eligibility criteria for the specific post;
  • Selection criteria Checklist (find in the list of `Related documents` on euLISA webpage) duly completed and hand-signed (scanned into PDF format). In this check-list the applicant explains in his/her opinion on how he/she meets the selection criteria for the specific post;
  • Declaration of Conflict of Interest duly completed and hand-signed (scanned into PDF format) in order to identify potential or actual conflict of interest in relation to the position offered, if any (see page 12 of this Vacancy Notice). Applicants are requested to fill in the standard application form in English that can be downloaded from the eu-LISA website: http://www.eulisa.europa.eu/JobOpportunities/Pages/TemporaryAgent.aspx. Incomplete applications and applications received by eu-LISA after the deadline will be disqualified and treated as non-eligible.

Applications must be sent to the following e-mail address before the deadline: eulisa-RECRUITMENT@eulisa.europa.eu.

The closing date for submission of applications is: 14 December 2017 at 23:59 EET (Eastern European Time) and 22:59 CET (Central European Time).

The subject of the e-mail should include the Reference No eu-LISA/17/TA/AD7/11.1.

Applicants are strongly advised not to wait until the last day to submit their applications, since heavy internet traffic or a fault with the internet connection could lead to difficulties in submission. eu-LISA cannot be held responsible for any delay due to such difficulties.

Once the applications have been registered, applicants will receive an acknowledgement message by e-mail confirming the receipt of the application.

Please note that if at any stage of the selection procedure it is established that any of the requested information provided by an applicant is false, the applicant in question will be disqualified.

Due to the large volume of applications, eu-LISA regrets to inform that only applicants selected for the interviews will be contacted.

In case of any queries about the selection process, please contact via e-mail: eulisa-RECRUITMENT@eulisa.europa.eu.

You will be requested to supply documentary evidence in support of the statements that you make for this application. Do not, however, send any supporting or supplementary documentation with your application, until you have been asked to do so by eu-LISA. Additionally, do not submit the reference letters or testimonials, unless they have been requested for the sole use of eu-LISA.

Please note that the time period between the closing date for applications submission and the end of the short listing applicants for the interview may take up to several months.

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