Budget Coordination Officer (Additional Revenue)

We are looking for a dynamic hands-on finance professional with a sound track record in budget planning, monitoring and reporting who balances compliance with service focus, has profound expert knowledge in the field of EU grants and experience in supporting the coordination of tasks of a small team of dedicated finance colleagues. Working closely with the Head of Finance, the successful candidate will act as a budget coordination officer on day-to-day financial operations to the team and staff members within the budget domain of EU grants, decentralised management of EU grants and any other additional revenue. Autonomy, hands-on mentality and solution-orientation are a must.

Under the supervision of the Head of Finance Unit, the jobholder will be responsible for the day-to-day coordination, the execution of administrative and financial tasks related to the preparation and implementation of grant agreements, contribution agreements and other additional revenue arrangements managed by the Agency, as well as the establishment of policies, procedures &  work instructions and providing professional advice to the Agency in the assigned budget domain of “Additional revenue”.

In particular, the main duties, related to the budget domain concerned, are:

• budget planning, monitoring, closing and reporting:
  • organize and prepare the set-up of the Agency’s budget plans, including budget nomenclature management and budget inscription;
  • follow-up the implementation of budget plans, ensuring frequent alignment with budget holders and project officers responsible;
  • prepare & initiate proposals for budget transfers, following internal alignment with budget holders and project officers responsible;
  • oversee and ensure compliance of financial operations;
  • coordinate and perform the budgetary closing process, including preparing and executing the carry forward exercise;
  • prepare formal and management reports related to budget planning, implementation and closing, as well as prepare ad hoc reports on specific budget or financial topics;
  • day-to-day coordination of tasks of colleagues in the finance team assigned to the budget domain, including proactive support and guidance;
  • prepare & manage all financial aspects related to the establishment and implementation of grant & contribution agreements, as well as specific contributions from member states;
  • support the planning, monitoring and internal/external reporting on financial aspects related to grant & contribution agreements, as well as specific contributions;
  • collaborate with and support the Accounting officer in the establishment of the Annual Accounts.
• day-to-day coordination, financial verification and initiation of transactions, including active monitoring of transaction processing:
  • monitor & steer the day-to-day coordination of financial transactions, ensuring timeliness and compliance;
  • verify financial transactions (commitments, payments, recovery orders, de-commitments, etc.) in the Agency’s systems ensuring that transactions are financially and procedurally correct;
  • when needed, initiate financial transactions (commitments, payments, recovery orders, de-commitments, etc.);
  • review & assess the financial part of progress & final grant reports and ensure appropriate follow-on actions in the Agency’s systems;
  • ensure proper document management related to financial transactions and reports concerned;
  • provide expert advice and day-to-day support on financial matters to colleagues.
• proactively contribute to the continuous improvement of the internal control environment relevant to the budget domain:
  • prepare any support material (e.g. specifications, policies, processes, procedures, work instructions, training material, risk assessments) contributing to introducing continuous improvements;
  • organisation & follow-up of audits, such as establishing/maintaining an ex-post verification strategy & methodology, the follow-up of recommendations and files in the context of ex-post verifications, internal audits, external audits or ex-post audits.
• proactively support the Head of Unit in the coordination of tasks to be performed by the Finance unit as well as activities that require the involvement of the entire Agency;
• take on additional tasks as required in the interest of the service.

Duties may evolve according to the development of the EDA’s structure and activities, and the decisions of EDA management.