Financial Assistant - Initiator

Job Category

Job Experience

Job Location

Expiration Date

16 Nov 2018
Notice of recruitment - n° 2018/9/AST
Financial Assistant - Initiator
 
Job details
 
  1. Contract type : Temporary agent
  2. Contract duration : Open ended
  3. Post: Assistant
  4. Hours per week : 40
  5. Function group / Grade : AST/2
  6. Job location/ Country: Brussels /Belgium
 
Approximate timetable
 
  1. Application open until : 16 November 2018
  2. Timing written and oral tests : February/March 2019
  3. Candidates shortlisted by : March 2019
About the EPP group
 
The Group of the European People's Party (EPP Group) is the largest political group in the European Parliament. It brings together centre and centre-right pro-European political forces from the Member States of the EU, coming together to advance the goal of a more competitive and democratic Europe, closer to its citizens, and a social market economy. Its multinational secretariat provides political, administrative and technical support to its MEPs.
 
Department
 
The Financial Unit is responsible for the management of finances of the EPP Group, including the handling of expenses such as mission costs incurred by the staff and of reimbursement requests concerning information and political activities of the Members.
 
Job description
 
The Financial Assistant - Initiator fulfils a supranational function within the EPP Group Secretariat and carries out the following functions and duties:
 
  • Receiving payment claims and supporting documents from national delegations, individual MEPs and the Group’s staff and performing the eligibility check of expenses;
  • Drawing up and entering payment orders and recovery orders in the accounting system;
  • Supplying any additional information/explanations on the transaction requested by the internal ex-ante;
  • Archiving the financial documents and reimbursement files after execution of payment;
  • Concluding the verification on a timely basis of the payment and recovery orders in the accounting system;
  • Verifying payment claims (form, amounts, budget items, justification, beneficiary, etc.) and assessing the supporting documents provided (eligibility of reimbursement request, genuineness of supporting documentation, correctness of calculations, dates, signatures, etc.);
  • Checking compliance with the internal financial initiation procedures;
  • Assessing compliance with the principle of sound financial management;
  • Communication of errors, exceptions and irregularities found in the course of checking to initiating services, indicating the nature of the corrective action required and ensuring that the required correction is carried out before giving approval to the transaction;
  • Providing back-up and additional assistance to other members of the unit and performing any other task related to the area of competence.
 
The post of Financial Assistant - Initiator in the Secretariat of the EPP Group requires ability to work with figures, financial management and organisational skills, a methodical approach, discretion, a high degree of availability, flexibility, adaptability to varying workloads as well as the capacity for teamwork in an international environment. Suitable candidates must, among other things, be capable of grasping wide-ranging problems and be able to respond rapidly to changing circumstances and communicate effectively. Occasional travel outside the place of work is required, in particular to Strasbourg during the plenary session.
 
Job requirements
 
Candidates must have:
 
  • post-secondary studies attested by a diploma followed by at least 3 years' full-time relevant professional experience similar to the duties as described in the job description OR a level of secondary education attested by a diploma giving access to higher education followed by at least 7 years’ full-time relevant professional experience, out of which at least 3 years similar to the duties as described in the job description;
  • a thorough knowledge of one of the EU languages (language 1);
  • for work purpose, a very good knowledge of French (language 2) and a good knowledge of English are required for this position;
  • an excellent computer knowledge and experience in using Microsoft Office (especially Excel) and other accounting and data input software;
  • a good knowledge of the EPP internal Financial Regulation and the EP budget item 400 regulation.
 
Compensation & benefits
 
  • Health insurance;
  • Accident insurance;
  • Unemployment insurance;
  • Personal and family allowances.
 
General admission conditions
 
CANDIDATES MUST FULFIL THE FOLLOWING CONDITIONS (art. 12(2) of the CEOS):
 
  • be a national of one of the Member States of the European Union;
  • enjoy their full rights as a citizen ( have no criminal record);
  • have fulfilled any obligations imposed by the laws concerning military service;
  • meet the character requirements for the duties involved;
Please click here for further information about CEOS.
 
General terms
 
The EPP Group ensures that applicants' personal data are processed in line 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, particularly as regards their confidentiality and security.
 
INSTRUCTIONS FOR THE CANDIDATES
 
1. RECOMMENDATIONS
 
Before filling in the online application form, please read the following instructions carefully. Under no circumstances should candidates approach the Selection Committee themselves, either directly or indirectly, concerning this recruitment procedure. It reserves the right to disqualify any candidate who disregards this instruction.
 
2. SUPPORTING DOCUMENTS REQUIRED
 
Candidates must provide the Selection Committee with all the information and documents it needs to verify the accuracy of the information given on the application form. Qualifications, professional experience as well as linguistic knowledge must be set out in detail in the application form and must be accompanied by supporting documents. Please note that the Selection Committee will base its decisions solely on the information given on the application form and substantiated by the supporting documents attached to it. The qualifications and professional experience which are not proved by supporting document(s) will not be taken into account.
 
Candidates must attach to the application form the copies of the following documents:
 
  • secondary education and post-secondary education diploma(s);
  • employment contracts (if applicable, both the initial contract and additional clauses in case of a fixed-term contract) or certificates, letters or attestations of appointment, indicating the exact nature of the activity performed and clearly indicating the start and end dates of periods of professional experience; (Please note that the traineeships, even paid ones, are not taken into account as professional experience);
  • in the case of current professional activity, a copy of the most recent salary slip to enable the Selection Committee to calculate the length of professional experience;
  • in the case of self-employed activity: tax forms, VAT forms, trade register, social security documents, invoices, etc., to prove the professional experience;
  • documents proving the knowledge of the languages (certificates and diplomas). All claims regarding the candidate’s linguistic knowledge must be backed up by certificates and diplomas. In the absence of such documents, candidates must clearly explain, on a separate sheet, how they acquired this knowledge;
  • ID card or Passport.

Please note that the documents proving professional experience must be accompanied by an unofficial translation in either English, French or German.

3. HOW TO APPLY
 
If you wish to apply for this position, please:
 
  1. Complete in French or English the online application form available on our website: www.eppgroup.eu/careers or via the URL link available at the end of this document. (Should you encounter any problems with the opening of the URL links included in this document, please download it first on your device.)
  2. Upload your photo in JPEG, PNG or GIF format (maximum size is 500 KB).
  3. Upload in PDF format a table of contents; Note that each page of the supporting documents attached to your application must be numbered and one single table of contents giving a description of each document and the corresponding page number(s) must be included.
  4. Upload in PDF format the supporting documents grouped into 5 separate files:
  • Proof of education (copy of your diplomas & other certificates),
  • Proof of professional experience,
  • Proof of linguistic knowledge,
  • ID card/Passport
  • Other documents (for any other documents you would like to share). Note that the maximum size of attachment is 5 MB per file.
 
Candidates with a physical disability are requested to enclose on a separate sheet, the details of any arrangements they may consider necessary to help them take the tests (to be uploaded under “Other document”).
 
    5. Click on the “Submit” button. You will receive shortly afterwards an acknowledgement email confirming that we have received your application.
 
The address indicated by the candidate in the application form will be considered as the location from which the candidate will depart to travel to the place of the tests. It is the candidate's responsibility to inform the Selection Committee's secretariat in writing to the here under e-mail address, and in due time, of any change in personal data and/or address. All correspondence relating to the selection procedure, including the invitation to the tests will be sent to the e-mail address indicated by the candidate in the application form. Any urgent communication from the candidates must be transmitted to the Selection Committee's secretariat by email (epp-recruitment@europarl.europa.eu ). Candidates are asked NOT TO TELEPHONE.
 
4. ADMISSION TO THE SELECTION PROCEDURE AND THE TESTS
 
The selection procedure will be organised on the basis of qualifications and tests (written and oral).
 
1. The Selection Committee will draw up a list of the candidates who have submitted applications in the form required and by the closing date.
 
2. Candidates who:
 
  • do not meet the conditions for admission and job requirements;
  • do not duly complete the online application form;
  • do not attach the required supporting documents proving their qualifications, professional experience;
  • do not include an unofficial translation of all supporting documents proving their professional experience either in English, French or German;
  • do not attach a copy of the ID card/Passport; will be eliminated.

3. The Selection Committee will consider the applications, draw up the list of candidates who meet the job requirements, and select, on the basis of previously established criteria, a maximum of 6 candidates whose qualifications and duly attested periods of professional experience best match the tasks to be carried out, who will be admitted to the tests. It will base its decision on the information given on the application form and substantiated by the supporting documents attached to it.

4. Candidates will receive an e-mail informing them of the Selection Committee’s decision on whether to admit them to the tests.

5. If, at any stage in the procedure, it is established that the information given in your application form is incorrect or is not substantiated by supporting documents, or that all the conditions set out in the recruitment notice are not met, you will be disqualified.
 
6. The exam will consist of 3 computer based tests and an oral test which aim at judging whether the candidate fulfils the specific requirements for the job. The written tests will be carried out in French. However, for the candidates whose mother tongue is French, the written tests will have to be carried out in English, as they may not use their mother tongue for this part of the exam. The knowledge of the language 1 will be also assessed during the oral test. Only the candidates invited to the tests will receive detailed information on the nature, duration and scoring of the tests.
 
5. INCLUSION ON THE LIST OF SUITABLE CANDIDATES
 
The Selection Committee will draw up a list of suitable candidates from among those who have obtained at least 60% of the points for the tests as a whole (written and oral combined) and have obtained the minimum mark required for each of them. Candidates will be listed in order of merit.
 
6. CONDITIONS OF RECRUITMENT
 
Candidates included on the list of suitable candidates will be eligible to be recruited as the need arises in the EPP Group. Recruitment will be at grade AST 2 and one post is to be filled in, subject to the results of the European elections in May 2019. Please note that no recruitment will take place before the beginning of the next parliamentary term.
 
The list of suitable candidates will have an initial validity of two years. It can be extended. If so, the candidates on the list will be duly informed.
 
Short-listed candidates who are offered a job will in due course be required to produce the originals of their diploma(s), degree(s) and employment certificates for verification.
 

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