The European Defence Agency (EDA) was established on 12 July 2004, and is governed by Council Decision (CFSP) 2015/1835 defining the statute, seat and operational rules of the European Defence Agency. The Agency has its headquarters in Brussels.
The main task of EDA is to support the Council and the Member States in their effort to improve the Union's defence capabilities in the field of crisis management and to sustain the Common Security and Defence Policy (CSDP) as it currently stands and as it develops in the future.
The Agency is structured into four directorates. The Corporate Services Directorate (CSD) and three operational directorates: Industry, Synergies and Enablers (ISE); Capability, Armament & Planning (CAP); Research, Technology and Innovation (RTI).
The Agency is an “outward-facing” organisation, constantly interacting with its shareholders, the participating Member States, as well as with a wide range of stakeholders. It works in an integrated way, with multi-disciplinary teams representing all of the Agency’s functional areas, to realise its objectives. Its business processes are flexible and oriented towards achieving results. Staff at all levels need to demonstrate the corresponding qualities of commitment, flexibility, innovation, and team-working; to work effectively with shareholders and stakeholder groups, formal and informal; and to operate without the need for detailed direction.
The Corporate Services Directorate (CSD) provides critical business support to EDA operations by delivering high-quality corporate services under seven dedicated organizational elements, namely: Human Resources; Procurement and Contract Management; Finance; IT and Information Management, Security, Legal and Infrastructure. Additionally, the Record Manager is responsible for the effective management of information produced and/or received by the organisation.
CSD processes are geared towards efficient and optimal use of resources, leveraging good practice and technological solutions while ensuring sound financial management, transparency and accountability; outward focus and commitment to continuous improvement are the hallmarks of CSD.
With a view to supporting the Agency’s growing activities and ensuring availability of suitable profiles for current and future needs, this selection procedure aims to constitute a reserve list. One or more successful candidates may be recruited, depending on available posts and service requirements.
We are looking for dynamic, hands-on finance professionals with proven experience in the processing of financial transactions and the management of financial aspects related to contracts or EU-funded grant programmes. The successful candidates will act as an expert reference point on day-to-day financial operations to EDA colleagues and budget holders within assigned domains. A solution-oriented and service-minded approach is essential.
Reporting to the Head of Finance Unit, the role involves handling administrative and financial duties connected to preparing, implementing, and monitoring all financial matters related to procurement contracts or grant agreements. The jobholder will also assist the Agency in carrying out financial transactions.
In particular, the main duties fall under one of the following 2 expertise domains:
Expertise domain 1: Financial management related to contracts and procurement procedures
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prepare, review and manage all financial aspects related to contracts and procurement procedures, in particular:
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budgetary commitments
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invoices, reimbursements, payments
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call for contributions, recovery orders
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verify compliance with EDA’s regulatory framework, contractual conditions & specifications and sound financial management principles;
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frequent communication and guidance to budget holders and operational colleagues;
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support financial monitoring and reporting on budgetary commitments, including progress monitoring and preparation of internal reports.
Expertise domain 2: Financial management related to EU grants and additional revenue
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prepare, review and manage all financial aspects related to the implementation of grant agreements in which the Agency acts a grantor or grantee, in particular:
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budgetary commitments
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invoices, reimbursements, prefinancing/interim/balance payments
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recovery orders
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review and assess the financial part of:
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grant agreements
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interim reports
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final reports, ensuring appropriate follow-up actions
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support financial monitoring and reporting of grant projects of different types (e.g., lumpsum, actual costs), including preparation of reports to the European Commission;
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frequent communication and guidance to project officers, as well as consortia & beneficiaries;
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organisation & follow-up of audits in the context of ex-post verifications on grants.
In addition, both expertise domains entail the following cross-cutting duties:
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initiate and verify all types of financial transactions (i.e., commitments, payments, recoveries) ensuring compliance and accuracy, as well as completeness and consistency of supporting documentation;
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provide advice and day-to-day financial support to colleagues and stakeholders;
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ensure proper document management and audit trail for financial transaction files;
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support planning, monitoring and reporting of budget implementation;
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contribute to the continuous improvement of financial systems, processes, policies and procedures;
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support audits and ensure readiness of documentation and information (internal & external audits, as well as ex-post verifications);
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support budgetary year-end closing and opening activities, as well as the establishment of the annual accounts;
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take on additional tasks as required in the interest of the service.
Duties may evolve according to development of the EDA’s structure and activities, and the decisions of EDA management.
To be considered eligible to take part in this selection procedure, on the closing date for the submission of applications candidates must satisfy all the eligibility criteria as specified below:
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be a national of a Member State participating in the Agency;
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be entitled to their full rights as citizens;
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have fulfilled any obligations imposed on their by the laws concerning military service;
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produce the appropriate character references as to their suitability for the performance of their duties (extract from the “judicial record” or certificate of good conduct will be requested prior to recruitment);
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be physically fit to perform their duties;
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have a thorough knowledge (minimum level C1 oral and written) of one of the languages of the participating Member States and a satisfactory knowledge (minimum level B2 oral and written) of another of these languages to the extent necessary to discharge their duties;
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have no personal interest (financial, family relationship, or other) which could be in conflict with disinterested discharge of their duties within the Agency;
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hold, or be in a position to obtain, a valid Personnel Security Clearance Certificate (national or EU PSC at SECRET UE/EU SECRET level). 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, and which shows the level of EUCI to which that individual may be granted access (SECRET UE/EU SECRET), the date of validity of the relevant PSC and the date of expiry of the certificate itself. Note that the necessary procedure for obtaining a PSCC can be initiated on request of the employer only, and not by the individual candidate;
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have a level of education which corresponds to completed university studies of at least three years attested by a diploma or be a graduate of a national or international Defence College.
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. In the latter case, the authority authorised to conclude contracts of employment reserves the right to request proof of such equivalence.
For diplomas awarded in non-EU countries, a NARIC recognition is required: https://www.enic-naric.net/
Qualifications/diplomas awarded until 31/12/2020 in the United Kingdom are accepted without further recognition. For diplomas awarded after this date (from 01/01/2021), a NARIC recognition is required.
It should be noted that due to the withdrawal of the United Kingdom from the European Union on 31/01/2020, candidates from the United Kingdom who do not hold the nationality of another participating EU Member State, are not eligible.
For native English speakers, your ability to communicate in another EU language will be tested during the selection process. To assess your foreign language levels, see: https://europa.eu/europass/en/common-european-framework-reference-language-skills
A. Essential
Only applications meeting all essential selection criteria will be assessed.
(1) Professional
Candidates will be required to demonstrate the following qualifications:
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a university degree (or equivalent academic level degree) in corporate finance, accountancy, public administration, business administration, or another domain relevant to this post;
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at least 3 years of relevant professional experience in the last 5 years (acquired after the award of the qualification required as a condition of eligibility), having the aforementioned duties as principal tasks (in at least one of the 2 expertise domains, as well as the cross-cutting duties);
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solid hands-on experience in the financial management of, at least one:
Expertise domain 1:an organisation's general budget (administrative, as well as operational budget) and the processing of related financial transactions
Expertise domain 2:EU Grant projects and the processing of related financial transactions
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excellent knowledge in applying, at least one:
Expertise domain 1:Financial rules related to contract management and procurement procedures demonstrated through proven work experience
Expertise domain 2:the EU Financial Regulation and EU grant programmes demonstrated through proven work experience
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a very good command of written and oral English.
(2) Personal
All staff must be able to fit into the Agency's way of working (see para. 2). Other attributes important for this post include:
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ability to work in a team and independently in their area of responsibility;
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ability to work effectively in a multinational environment;
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excellent organisational skills;
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result-oriented and service-minded;
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strong analytical and problem-solving skills;
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strong motivation to perform general administrative duties;
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excellent communication and interpersonal skills;
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ability to adapt to a quickly changing working environment;
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genuine commitment to the Agency's objectives.
B. Desirable
The following will be considered an advantage:
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solid professional experience as financial initiating agent and/or financial verifying agent within another EU Agency or EU Institution;
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very good knowledge and experience with the use of SUMMA, SAP or Microsoft Dynamics;
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work experience in EU grant management under EDF or Horizon Europe within an organisation acting as grantor;
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professional experience with organising audits and implementing risk management.
EDA, whose staff are governed by its own Staff Regulations, offers specific conditions of employment with regards to contract duration and pension arrangements.
CONTRACT DURATION
The Financial Officer will be appointed by the Chief Executive. Recruitment will be as a member of the contractual staff of the Agency for up to four-year period. Contract renewal is possible within the limits set out in the EDA Staff Regulations and subject to budgetary availability. The successful candidate will be recruited as Contract Agent, grade FGIV. In line with EDA's Staff Regulations, the Agency does not offer inter-Agency mobility.
FINANCIAL ENTITLEMENTS
The pay for this position consists of a basic salary of 4.449,31€ supplemented with various allowances including, as applicable, expatriation or family allowances. Successful candidates are graded on entry into service according to the length of their professional experience. Salaries are exempted from national tax, instead an Agency tax is deducted at source.
PENSION ARRANGEMENTS SPECIFIC TO EDA
Prospective staff members considering a career at the European Defence Agency (EDA) should be aware that EDA has its own pension provisions and is not part of the EU institutions' pension scheme (PSEUI).
In addition, EDA staff have several flexible options regarding their pension contributions at the end of their contract, under certain conditions, such as:
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transfer to a public pension scheme;
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transfer to a private pension scheme;
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direct payment as a severance grant.
For further information on working conditions please refer to: https://eda.europa.eu/jobs/what-we-offer
The selected candidate will be required to make a declaration of commitment to act independently in the Agency’s interest and to make a declaration in relation to interests that might be considered prejudicial to their independence.
EDA is an equal opportunities employer and accepts applications without distinction on the grounds of age, race, political, philosophical or religious conviction, sex or sexual orientation and regardless of disabilities, marital status or family situation.
Applications are invited with a view to establish a reserve list for the post of Financial Officer at EDA. This list will be valid until 31/12/2027, and may be extended by decision of the Chief Executive. During the validity of the reserve list, successful candidates may be offered a post in EDA according to their competences in relation to the specific requirements of the vacant post. Inclusion on the reserve list does not imply any entitlement of employment in the Agency.
Candidates must submit their application electronically solely via the EDA website. Applications by any other means (hard copy or ordinary e-mail) will not be accepted. Applications must be submitted no later than midnight. Candidates are reminded that the on-line application system will not accept applications after midnight (Brussels time, GMT+1) on the date of the deadline. Please note that once you have created your EDA profile, any correspondence regarding your application must be sent or received via your EDA profile. For any prior enquiry, please refer to the FAQ (Frequently asked questions) section, or send an e-mail to [email protected].
When applying, candidates from Ministries of Defence or other governmental entities are encouraged to inform their national administration.
A selection panel will be appointed. Please note that the selection panel's internal proceedings are strictly confidential and that any contact with its members is forbidden. Each application will be screened based on the requirements of the job profile stated in the vacancy notice. The most suitable applicants will be called for an interview and a written test. Candidates may also be requested to take part in an assessment centre, participating in a number of individual and group activities related to the competences required for the post.
EDA will not accept any phase of the selection & recruitment process prepared or assisted, in whole or in part, by means of generative artificial-intelligence (AI) tools, including and without limitation to chatbots, such as Chat Generative Pre-trained Transformer (Chat GPT), or other language generating tools. EDA reserves the right to screen applications to identify the use of such tools. All applications prepared, in whole or in part, by means of such generative or creative AI tools may be rejected without further consideration at EDA’s sole discretion, and EDA reserves the right to take further steps in such cases as appropriate.
If recruited, candidates will be requested to supply documentary evidence in support of the statements made in their application. They should not send any supporting or supplementary information until asked to do so by the Agency. Candidates are advised that part of the recruitment process includes medical analyses and physical check-up with the Agency’s Medical Adviser.
Staff members employed at EDA require a Personnel Security Clearance Certificate (PSCC). The process to obtain a PSCC can be initiated only by EDA on behalf of the staff member. Failure to obtain the requisite security clearance certificate before the expiration of the probationary period may be cause for termination of the contract.
Please note that EDA will not return applications to candidates. The personal information EDA requests from candidates will be processed in line with Regulation (EU) N° 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data, and repealing Regulation (EC) 45/2001 and Decision No. 1247/2002/EC.
The purpose of processing personal data which candidates submit is to manage applications in view of possible pre-selection and recruitment at EDA. More information on personal data protection in relation to selection and recruitment can be found on the EDA website: http://www.eda.europa.eu/jobs/dataprotection
