Financial Officer

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Detail information about job Financial Officer. Terms and conditions vacancy

Type of contract: Contract Agent. Candidates included in the reserve list may be offered the following contract types depending on the recruiting unit:

• Contract type 3a pursuant to Article 3a of the Conditions of Employment of Other Servants
• Contract type 3b pursuant to Article 3b of the Conditions of Employment of Other Servants

Duration of contract:

• Contract type 3a: Up to five years,, renewable initially for a fixed period of up to five years. Any further renewal shall be for an indefinite period. In addition, a member of the contract staff may take part in internal competitions for temporary or permanent posts after three years of service.
• Contract type 3b: Fixed-term contract, renewable for a maximum period of six years. In addition, a member of the contract staff may exceptionally take part in internal competitions for temporary, permanent or contract posts after three years of service.

The conclusion of contracts or their duration might depend on the availability of funding for the specific activity. In such cases the EUI will inform the candidate during the contract negotiation phase.

Closing date for applications: 15/09/2017 at 24:00 Central European Time

THE ORGANISATIONThe European University Institute (EUI) is an academic institution set up in 1972 by the then Member States of the European Union, providing doctoral training in Law, Economics, History and Civilisation and Political and Social Sciences with special reference to Europe. In addition to the departments, the Institute includes the Robert Schuman Centre for Advanced Studies (RSCAS), which focuses on inter-disciplinary, comparative and policy research, and the Max Weber Programme for Post-doctoral Studies. The Institute also hosts the Historical Archives of the European Union. The EUI is not an EU Institution or body, but an inter-governmental organization, funded directly by the signatory states, partly by the European Commission and to some extent through external funding. The EUI provides a multinational work environment in an intellectually stimulating atmosphere.

DESCRIPTION OF RESPONSIBILITIESUnder the supervision of permanent or temporary staff, the Financial Officer will be in charge of general administrative assistance, research/financial management and other equivalent technical/executive tasks. These tasks may include:

Financial support

• Registering and managing incoming invoices, reimbursement requests and cost claims in the EUI’s financial system (SAP);
• Initiating financial transactions, including commitments, de-commitments, payments, recovery orders, guarantees and credit operations in the EUI financial system (SAP);
• Collecting, checking and processing all documentation required to support the commitment, de- commitment, payment requests, recovery orders and credit operations;
• Following-up the financial implementation of commitments, preparation of de-commitments, and ensuring timely closure of administrative commitments;
• Providing general administrative support, including document archiving, drafting and formatting of financial documents;
• Providing support with the preparation, planning, reporting, forecast and follow-up of the budget;
• Assisting in the development and implementation of financial procedures and the elaboration and update of document templates.

Calls for proposals/tenders support

• Collecting, verifying and processing all financial and legal documents required from beneficiaries;
• Analysing the financial viability of beneficiaries;
• Assisting in all financially linked tasks: budget adjustments, information on eligibility of costs, information about rules of a specific programme, etc.;
• Preparing contracts/grant agreements/amendments using the appropriate IT tools;
• Following up the financial implementation of projects;
• Liaising with beneficiaries on all financial issues;
• Preparing payments and recovery orders in accordance with the contract and the regulations;
• Ensuring compliance with the EUI’s Financial Regulations.

Management of financial information

• Filing financial documents, correspondence and returned files and requests for clarification, according to filing rules;
• Opening/registering/filtering incoming mails related to financial issues and routing them to appropriate services;
• Overseeing original contracts and the corresponding database;
• Maintaining a master archive of signed contracts and advance payments at the level of the unit/service; ensuring proper use of IT reporting tools;
• Ensuring quality/coherence of financial and contractual data in/between different databases.
• Providing financial information by extracting (mainly from the SAP system), processing and analysing data and preparing reports;
• Ensuring the execution of established operational and control guidelines and procedures.

Support accounting management

• Executing accounting transactions and reconciling outstanding transactions;
• Managing and reconciling bank accounts;
• Reporting on budgetary and general accounts;
• Following up relevant accounting regulations/instructions;
• Analysing and following up the accounting quality;
• Participating in the creation and optimisation of relevant accounting tools;
• Contributing to the collection of necessary information for audit and control;
• Preparing cash- flows;
• Executing the procedures related to the light encoding of the financial documents received (invoices, debit notes, credit notes);
• Updating the legal Entity File of the accounting software and respecting the established  procedures to maintain customer’s data confidentiality.

Vacancy Notice IUE/11/2017

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