Financial Assistant (CA FG III)

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Job Experience

Job Location

Expiration Date

24 Sep 2021
Vacancy notice for the position of Financial Assistant (CA FG III)
Publication: External 
Title of Function: Financial Assistant 
Reference: IMI2/2021/CA/001 
1. Introduction 
The Innovative Medicines Initiative 2 Joint Undertaking (IMI2 JU) is working to improve health by speeding  up the development of, and patient access to, innovative medicines, particularly in areas where there is an  unmet medical or social need. It does this by facilitating collaboration between the key players involved in healthcare research, including universities, the pharmaceutical and other industries, small and medium sized enterprises (SMEs), patient organisations, and medicines regulators. IMI2 JU is a partnership between  the European Union and the European pharmaceutical industry, represented by the European Federation of  Pharmaceutical Industries and Associations (EFPIA). 
With a €3.3 billion budget for the period 2014-2024, IMI2 JU is the world's biggest public-private partnership (PPP) in the life sciences. Half of the IMI2 JU budget (€1.638 billion) comes from Horizon 2020, the EU's  framework programme for research and innovation. This matches €1.425 billion committed to the  programme by EFPIA companies, plus up to €213 million that could be committed by other life science  industries or organisations that decide to contribute to IMI2 JU as members or associated partners in  individual projects. 
The specific goal of IMI2 JU is to develop next generation vaccines, medicines and treatments, such as new  antibiotics. It builds on the successes and lessons learnt under IMI's first phase. It brings together  companies, universities, public laboratories, innovative small and medium-sized enterprises (SMEs), patient  groups and regulators in collaborative projects to pave the way for breakthrough vaccines, medicines and  treatments to tackle Europe’s growing health challenges, and secure the future international competitiveness  of Europe’s pharmaceutical industry.
On 23 February 2021, the European Commission published a proposal for a Single Basic Act (SBA) establishing several joint undertakings under Horizon Europe, including the Innovative Health Initiative Joint  Undertaking (IHI JU). It is planned that the IHI JU will build on the successes of IMI2 JU. The intended goal  of the IHI JU will be to help create an EU-wide health research and innovation ecosystem that facilitates the  translation of scientific knowledge into tangible innovations. As set out in Article 174 of the SBA, if and when  the SBA is approved, IHI JU will be the legal and universal successor of all contracts, including employment  contracts, of IMI2 JU. 
For more information, please visit the IMI2 JU website: www.imi.europa.eu and https://www.imi.europa.eu/about-imi/innovative-health-initiative. 
2. Job description 
The Financial Assistant will assist in the preparation, presentation and follow-up of the financial transactions  related to grant management, in accordance with the financial rules of the IMI2 Joint Undertaking. 
The Financial Assistant will be responsible for the following tasks: 
  • follow up the implementation of IMI2 JU decisions on grants, including inter alia: pre-financing,  intermediary and final payment requests, and keeping up-to-date information on the state of  implementation (also in ABAC); 
  • perform financial initiation of grant agreements, payments and recoveries in the dedicated IT tools, namely ABAC and COMPASS/SYGMA; 
  • prepare in ABAC the individual commitments of project proposals; 
  • prepare the financial transactions; 
  • processing cost claims on behalf of the IMI2 JU, including analysing the financial reports and the  associated eligibility of costs, making sure they comply with the grant agreement terms and budget  provisions; 
  • interact with the IMI2 JU scientific officers on grant agreement financial implementation aspects  ensuring a consolidated view; 
  • interact with the consortium coordinators in the context of payments and reply to their requests for  information and to potential disagreements with the cost analysis; 
  • assist with the follow-up of financial aspects of grants under H2020 in the dedicated IT tools such as  COMPASS, SYGMA; 
  • produce files for commitments and de-commitments and for recovery orders (also in ABAC);
  • provide assistance in the preparation of the audit files for the Internal Audit Service, European Court  of Auditors and ex-post audits; 
  • contribute to horizontal tasks of the operational finance team, such as data and statistics generation,  and the development of standard operating procedures; 
  • physical and electronical filing/archiving of the files; 
  • maintenance of records and reporting of data linked to the financial operations. 
The successful candidate might undertake other tasks and activities as necessary under the responsibility of  the Head of Scientific Operations, as tasks may evolve according to the development of the IMI2 JU’s structure or activities.
3. Qualifications and experience required 
3.1 Eligibility criteria 
In order to be eligible, candidates must: 
  • be a national of a Member State of the European Union; 
  • enjoy their full rights as a citizen (1);  
  • have fulfilled any obligations imposed by the applicable laws concerning military service; 
  • meet the character requirements for the duties involved; 
  • be physically fit to perform the duties linked to the post (2); 
  • have a thorough knowledge of one of the official EU languages and a satisfactory knowledge (at  least B2 level) of another of these languages to the extent necessary for the performance of their duties (candidates are invited to specify in their CV possible language certificates they have obtained and which can demonstrate their language skills). 
At the closing date of applications, candidates must: 
  • have a level of post-secondary education attested by a diploma (3), 

OR 

  • Have a level of secondary education attested by a diploma giving access to post-secondary education and, after having obtained the diploma, at least 3 years full-time of appropriate professional experience.

Eligibility criteria must be fulfilled by the deadline for applications, and maintained throughout the selection procedure and appointment. 

4. Selection criteria 
4.1 Essential 
  • suitability to perform the tasks described in point 2; 
  • excellent knowledge and experience in the financial implementation of grants, including inter alia:  pre-financing, intermediary and final payment requests, keeping up-to-date the related information  (applicants must state in their applications how they have obtained such knowledge); 
  • excellent knowledge and experience in analysis of financial reports and the associated eligibility of  costs, making sure they comply with the contract terms and budget provision (applicants must state in their applications how they have obtained such knowledge); 
  • sound knowledge of and proven professional experience in the fields of finance and budget;
  • very good knowledge of the EU Financial Regulation;  
  • very good command of written and spoken English. 
4.2 Advantageous 
  • experience of ABAC and/or H2020 dedicated IT tools (SYGMA, COMPASS, etc.); 
  • experience in preparation of audit files for the Internal Audit Service, European Court of Auditors and  ex-post audits. 
4.3 Candidates invited for an interview will also be assessed against the following criteria,  which are essential to the post: 
  • ability to use electronic office tools (proficiency in MS Office tools, in particular, Excel, Word  processing, Outlook, PowerPoint etc.); 
  • good analytical ability and problem-solving skills; 
  • very good communication skills; 
  • excellent interpersonal and collaboration skills: ability to work both independently and as a team  player; 
  • self-control under pressure in demanding situations; 
  • ability to handle many tasks simultaneously while delivering high-quality work; 
  • ability to work effectively under tight deadlines in a highly dynamic work environment;
  • great attention to detail. 
In order to be evaluated in the best possible way, candidates are recommended to give evidence of their  knowledge with specific examples and/or detailed professional experience. Candidates are invited to  be as detailed and as clear as possible in the description of their professional experience and specific skills  and competences in their application form. 
Failure to comply with the eligibility and essential selection criteria will result in the disqualification  of the applicant concerned. 
5. Independence and declaration of interest 
The successful candidate will be required to make a declaration of commitment to act independently in the  public interest and to make a declaration in relation to interests which might be considered prejudicial to  his/her independence. Candidates must confirm their willingness to do so in their application. 
6. Selection and appointment procedure 
6.1 Assessment of the application  
For each selection process, a Selection Committee is nominated by the Executive Director of the IMI2 JU.  
After applications are screened, the Selection Committee, having regard to the vacancy notice and basing  itself on elements of the application, will draw up a list of suitable candidates to be invited for an interview,  which will be held either in Brussels, or remotely. 
The interview will consist of a written and oral interview in order to assess: 
  • the candidate’s motivation and understanding of the position; 
  • the candidate’s skills with reference to the job description; 
  • the candidate’s knowledge of the field in which the Joint Undertaking operates;
  • the candidate’s general aptitudes and language abilities as necessary for the performance of their  duties. 
The Selection Committee may also decide to include additional tests.
6.2 Appointment and reserve list 
The recruitment will take place upon a decision of the IMI2 JU Executive Director (the Appointing Authority). 
The Executive Director of the Joint Undertaking will select a successful candidate from the reserve list and  offer them the post. A binding commitment can only be made after the verification of all conditions (4) and will  take the form of a contract signed by the Appointing Authority of the Joint Undertaking. 
The reserve list could be used to fulfil other positions within IMI2 JU.  
The reserve list will be valid until 31 December 2022 and may be extended at the discretion of the Appointing Authority.  
Candidates should note that inclusion on the reserve list does not guarantee recruitment. Recruitment will be  based on availability of posts and budget. 
The IMI2 JU may decide at any time of the procedure not to pursue the recruitment. 
7. Equal opportunities 
The IMI2 JU, as a European Union body, applies a policy of equal opportunities and no discrimination in  accordance with Article 1d of the Staff Regulations (5). 
8. Conditions of employment 
The successful candidate will be appointed as a Contract Agent FG III, pursuant to Article 3(a) of the Conditions of Employment of Other Servants of the European Union, for a period of three years. After an evaluation of the performance of the post holder's performance and, subject to budget availability, the term  of office may be extended. The period of engagement will not in any case exceed the lifetime of the IMI2  Joint Undertaking or, if applicable, the entity that supersedes it. 
The place of employment will be Brussels, where the Joint Undertaking premises are located.
Remuneration 
The successful candidate who is offered a contract of employment will be graded on entry into service in the  relevant grade, according to the length of his/her professional experience. 
The basic monthly salary for FG III, grade 8 (step 1) is € 2.777,78. In addition to the basic salary, staff  members may be entitled to various allowances, in particular expatriation allowance, household allowance,  dependent child allowance and education allowance. 
The salary is subject to an EU tax deducted at source and staff members are exempt of national taxation. 
9. Application procedure 
Important information for candidates 
For applications to be valid, candidates must submit an online application via the IMI2 JU vacancies portal:  https://cloud.imi.europa.eu/web/imi-vacancies
Candidates are requested to complete the online application form - to access the right form, candidates  should select the vacancy for which they wish to apply. 
When filling in their application, candidates are requested to provide examples of their professional  experiences and competences (e.g. excellent communication skills: candidates should provide at least an  example to demonstrate their excellent communication skills). 
When submitting more than one application for a position, any new application made by a candidate with the  same e-mail address will automatically erase and replace the previous application for that position. 
Candidates are advised to apply using an e-mail address that will remain valid for several months. 
Candidates are asked to report any potential change of contact details in writing, without delay, to the  following e-mail address: vacancies@imi.europa.eu. Please remember to quote the reference of the  vacancy (ies) for which you have applied in all correspondence. 
Candidates are advised not to wait until the last few days before applying as heavy internet traffic or a  problem with the internet connection could lead to your online registration being interrupted. After the  deadline, applications will no longer be accepted. 
Application forms sent by e-mail, fax or post will not be accepted. 
In order to facilitate the selection process, the application as well as all communications to candidates  concerning this vacancy will be in English. 
Candidates are reminded that the Selection Committee's work is confidential. It is forbidden for candidates  to make direct or indirect contact with the Selection Committee members or to ask anybody else to do so on  their behalf. 
Supporting documents (e.g. certified copies of degrees/diplomas, references, proof of experience, etc.)  should not be sent at this point but must be submitted at a later stage of the procedure if requested. 
Closing date 
Applications must be completed and submitted by 24 September 2021, 23:59 CEST (Central European  Summer Time / Brussels time).
10.Protection of personal data 
The personal information that IMI2 JU requests from applicants will be processed in line with Regulation  (EU) 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) No 45/2001 and Decision  No 1247/2002/EC.  
Types of personal data  
The following details are collected in the context of staff selection procedures:  
  • personal details: names, gender, date and place of birth, nationality, civil status, family situation and  related supporting certificates, residence certificate, ID format photos;  
  • contact details;  
  • passport number/ ID number; financial identification form, bank account, legal entity form;
  • degrees, diplomas or educational certificates knowledge of languages, professional experience,  current and previous employment contracts, recommendation letters, motivation letters;
  • moral conduct - recent criminal records extract; 
  • declaration of conflict of interest. 
Purpose and technical means of personal data processing  
The main purpose of the collection of the data above is to prepare selected candidates’ files and to finalise  the recruitment procedure to permit entry into service.  
Recruitment files are stored electronically and access is protected by the management of access rights.  Paper documents are archived in physical files and stored in a locked cabinet until their destruction. 
Legal basis  
  • articles 12 - 15 of the Conditions of Employment of Other Servants of the European Union;
  • general implementing provisions on the procedure governing the engagement and the use of  temporary agents at the IMI2 JU.  
Who has access to your personal data and to whom is it disclosed?  
For the purposes detailed above, access to your personal data is given to the following people, without  prejudice to a possible transmission to the bodies in charge of a monitoring or inspection task in accordance  with European Union law:  
Only authorised IMI2 JU staff have access to your personal data for the purposes of screening, interviewing  and recruiting candidates. The people to whom your data is disclosed include:  
  • members of the Selection Committee; 
  • IMI2 JU human resources staff. 
Erasure  
You may make a request for the erasure of your personal data under the conditions laid down by Article 19  of Regulation (EU) 2018/1725. In this case, you should send a written request to the e-mail address  mentioned under “Access”.  
We will respond to your request without undue delay and at the latest within one month.  You could further request cancellation of your application and deletion of all linked personal data by making  use of the contact information mentioned above.
Restriction of processing  
You may make a request for restricting the processing of your personal data under the conditions laid down  by Article 20 of Regulation (EU) 2018/1725 for the following reasons: you would like to contest the accuracy  of the personal data; you consider that the processing is unlawful and you would oppose the erasure of the personal data and request the restriction of the use of the personal data instead; when the IMI2 JU as  controller no longer needs your personal data for the purposes of the processing, but it is required by you as  data subject for the establishment, exercise or defence of legal claims; or when you have objected to  processing pursuant to Article 23(1) of Regulation (EU) 2018/1725, pending the verification of legitimate  grounds.  
In this case, you should send a written request to the e-mail address mentioned under “Access”, below.
Right to data portability  
You have the right to receive the personal data, which you have provided to us in a structured, commonly  used, and machine-readable format, and you may also request us to transmit this data to any other  controller under the conditions of Article 22 of Regulation 2018/1725. In this case, you should send a written  request to the e-mail address mentioned under “Access”, below. 
Right to object  
You may object at any time to processing of your personal data under the conditions laid down by Article 23  of Regulation (EU) 2018/1725, on grounds relating to your particular situation. In this case, you should send  a written request to the e-mail address mentioned under “Access”, below. 
What are your rights and how can you exercise them?  
Access  
In case you wish to access your personal information, you can contact the IMI2 JU’s Data Protection Officer  at Data-Protection@imi.europa.eu 
You may make a request to access the IMI2 JU register of data processing operations in order to obtain  more detailed information on how we treat and protect your personal data, in accordance with Article 17 of  Regulation (EU) 2018/1725.  
Rectification  
You can, if need be, rectify any inaccurate personal data throughout the entire selection process by sending  a written request to the above-mentioned e-mail address.  
You cannot, however, send us any changes of your personal data related to the admissibility criteria after the application deadline. 
How long do we keep your personal data? 
Recruitment files of successful candidates are stored for a period of 10 years as of the termination of employment.  
The files of non-recruited applicants are retained for up to 2 years following the recruitment procedure. The retention of files of non-recruited applicants on reserve lists is fixed in terms of the validity and the  actual extension of the respective reserve lists.  
The periods indicated above may be extended in the event of audits initiated prior to the applicable expiry dates.
Contact information  
For any questions related to your rights, feel free to contact the Data Controller at vacancies@imi.europa.eu, indicating ‘Data Protection’ in the subject and explicitly specifying your request.  
Recourse to the European Data Protection Supervisor  
You have the right to submit a complaint at any time directly to the European Data Protection Supervisor: 
Rue Wiertz 60 – MO 63  
B-1047 Bruxelles  
Belgium  
Tel: +32 2 283 19 00  
Fax: +32 2 283 19 50  
11. Appeals 
Candidates who consider that their interests have been prejudiced by any decision related to the selection  procedure can take the following actions: 
11.1 Request for review of the decision taken by the Selection Committee  
After receiving the letter notifying the candidate of the decision taken by the Selection Committee, he/she  may submit a written request for a review of such a decision, setting out the reasons for the request to the  following e-mail address: vacancies@imi.europa.eu 
11.2 Appeals 
If a candidate considers that he/she has been adversely affected by a particular decision, he/she can lodge  a complaint under article 90(2) of the Staff Regulations within the time limits provided for at the following address: 
Innovative Medicines Initiative 2 Joint Undertaking 
For the attention of the Executive Director  
IMI JU • TO 56 • 1049 Brussels 
Belgium 
The complaint must be lodged within three months. The time limit for initiating this type of procedure starts to  run from the time the IMI2 JU informs the candidate by e-mail. 
Should the complaint be rejected, the candidate may bring a case under Article 270 of the Treaty on the  Functioning of the European Union and Article 91 of the Staff Regulations of Officials and Conditions of  Employment of Other Servants of the European Union before:  
The Court of Justice of the European Union 
Rue du Fort Niedergruenewald  
L-2925 Luxembourg  
11.3 Complaint to the European Ombudsman 
It is also possible to lodge a complaint with the European Ombudsman pursuant to Article 228(1) of the  Treaty on the Functioning of the European Union and in accordance with the statute of the Ombudsman and  the implementing provisions adopted by the Ombudsman. Before the Ombudsman can accept a complaint,  it is necessary that the complaint is first addressed to IMI2 JU. Any complaint to the Ombudsman must be  made within two years of receiving the Joint Undertaking’s final position on the matter.  (http://www.ombudsman.europa.eu). 
 
1) Prior to the appointment, the successful candidate will be asked to provide a certificate of good conduct, confirming the absence of  any criminal record.  
2) Before taking up his/her duties, the successful candidate will undergo a medical examination by one of the institutions’ medical  officers. 
3) Only study titles that have been awarded in EU Member States or that are subject to the equivalence certificates issued by the  authorities in the said Member States shall be taken into consideration.
4) Before the appointment, a successful candidate shall undergo a medical examination by the medical services of the Commission in  order that the IMI2 JU may be satisfied that she/he fulfils the requirement of article 28(e) of the Staff Regulation of the Officials of the  European Union. 
 
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