Expression of Interest - Financial and Administrative Officer to the EUSR for the Great Lakes region

1. Essential Requirements

Citizenship – Citizen of a Member State of the European Union (EU) and enjoying full rights as a citizen.

Ability to communicate effectively in English – The candidates must be fully fluent in written and oral English language. Working knowledge of French is a strong advantage.

Education - Successful completion of University studies of at least 3 years attested by a diploma OR a qualification in the National Qualifications Framework which is equivalent to level 6 in the European Qualifications Framework OR a qualification of the first cycle under the framework of qualifications of the European Higher Education Area, e.g. Bachelor’s Degree, preferably in Economics, Finance or Accounting.

Professional experience - A minimum of 5 years of relevant professional experience in the field of finance, after having fulfilled the education requirements, preferably in the EU institutions or EU CFSP operations.

Computer Skills – Ability to operate Windows, including MS Office, and excellent knowledge of Excel, Sage Accounting or other PC based accounting systems.

Excellent analytical, research and problem-solving skills.

Ability to establish and maintain effective work relations in a multicultural environment.

Excellent interpersonal and communication skills.

2. Essential Documents and Requirements for the Selected Candidates

Personnel Security Clearance – To have, or, if selected, be ready to obtain a national security clearance at “EU SECRET” level or equivalent.

3. Job Description

Overall purpose

The Financial and Administrative Officer (FAO) for the European Union Special Representative (EUSR) for the Great Lakes region is a locally recruited person with a duty station in Brussels. He/she is responsible for providing the financial, administrative and accounting support in order to ensure a smooth, cost-efficient and effective functioning of the EUSR’s office in Brussels.

The FAO will be part of the EUSR’s small team based in Brussels.

Main tasks and responsibilities

The roles, responsibilities, and tasks of the FAO include the following:

• managing the daily administration, infrastructure and logistical needs of the EUSR and his/her team in close collaboration with the EEAS and the Commission (inter alia maintain updated inventory lists and archiving system/records; procure, purchase and maintain supplies and services, including office equipment, furniture, telephones, computers, and IT-connections);
• managing the administrative and internal financial procedures and oversight in a cost-efficient and effective manner, including compiling periodical evaluation of trends and suggestions for improvement, and taking into account the field offices;
• supporting the EUSR with the management of human resources, including organizing the selection procedures, preparing employment contracts and liaising with the local social security and tax authorities
• acting as the EUSR’s accountant, including inter alia mission expenses bookkeeping; implementation of accounting operations and postings; management of bank accounts, credit cards, and financial issues; processing of invoices, payments, and reimbursements; handling insurance issues; when required, organising single tender procurement and service contract management; maintaining complete, accurate and well-archived accounting records; registration of all financial activities in the Sage Accounting Program;
• ensuring expenses, for HQ and the field offices, are authorized and processed in accordance with the agreed procedures and implementation of budgetary and financial resource management policies, in cooperation with the financial authorities of the EEAS and the Commission;
• compiling quarterly, interim and final reports on the financial and budgetary situation of the EUSR office in a timely manner meeting all quality standards;
• preparing annual budgets, taking into account the field offices, and any modifications that could be requested during the mandate;
• monitoring and support of field offices on validity/conformity of administrative and financial procedures, ensuring compliance with financial and regulatory requirements.
• maintenance of complete audit trail for all financial operations and preparing the files for the mandate's external audit and assisting the auditors;
• working in close collaboration with the Commission, the Council and the EEAS as well as the relevant Belgian authorities.
• performing any other tasks and duties to fulfil the mandate of the EUSR as requested by the EUSR.

4. Additional Information on the Selection Process

Deadline for applications – the deadline for applications is 21 August 2024, 12:00 Brussels Time. Applications submitted after the deadline will not be considered.

Application Form – Applications will be considered only when using the standard Application Form (Annex II).

Selection process - The selection procedure will take place immediately after the expiry of the deadline for submitting the applications. The candidates considered most suitable will be shortlisted and interviewed by phone or videoconference, before the final selection is made. Applicants who are available to start immediately should clearly mention that in their application form. Applicants with a notice period should also clearly mention the notice period they need to give their current employer before they could join this team.

Information on the Outcome – Candidates will be informed about the outcome of the selection process after its completion.