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Financial and Administrative Assistant (FG III)

IHI - Innovative Health Initiative

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The Innovative Health Initiative Joint Undertaking (IHI JU), based in Brussels, Belgium is looking for a 

Financial and Administrative Assistant
(Contract Agent, Function Group FGIII) 

 

Please send us your application by no later than 25 October 2024 at 23:59 (Brussels time / Central European Summer Time), following the instructions in the ANNEX. 

The purpose of this call is to fill in one (1) vacant post and to establish a reserve list. 

 

1. About IHI

The Innovative Health Initiative (IHI) aims to translate health research and innovation into real benefits for patients and society, and to ensure that Europe remains at the cutting edge of interdisciplinary, sustainable, patient-centric health research. Health research and healthcare increasingly involve diverse sectors. By supporting projects that bring these sectors together, IHI will pave the way for a more integrated approach to healthcare, covering prevention, diagnosis, treatment, and disease management.

IHI is a partnership between the European Union and European industry associations representing the pharmaceutical, medical technology, biotechnology, digital health and vaccine industries, namely COCIR, EFPIA, EuropaBio, MedTech Europe, and Vaccines Europe. IHI’s total budget is EUR 2.4 billion. Half of this comes from Horizon Europe, the EU’s research and innovation programme. The IHI industry partners have committed EUR 1 billion to IHI, and a further EUR 200 million can be committed by other organisations that decide to support the objectives of IHI in specific areas of research by becoming contributing partners. IHI builds on the successes of the Innovative Medicines Initiative, and the IHI Programme Office continues to manage projects launched under IMI.

For more information, please visit the IHI JU website: www.ihi.europa.eu

 

2. Job Description

The Financial and Administrative Assistant will be part of IHI’s Administration and Finance Unit and will be responsible for the following tasks:

The tasks of the Financial and Administrative Assistant  will include, among others, the following:

  • acting as a Financial Initiating Agent (FIA) for financial transactions (e.g. commitments, payments, recovery orders) and ensuring that transactions are financially and procedurally correct and in conformity with the applicable regulations;
  • assisting in the preparation of purchase orders and procurement files;
  • registering financial documents such as debit notes, invoices etc. in an electronic register;
  • monitoring the budget execution and preparation of budget transfers, following-up and assisting with the monitoring of the budget lines, contract execution and framework contracts consumption;
  • providing assistance in document management tasks for both electronic and physical archives and handling correspondence;
  • preparing reports, statistics and documents relevant to the function;
  • reviewing incoming correspondence, collecting and preparing necessary information for response/action, and drafting and finalising responses;
  • collaborating closely with other teams on various projects, fostering a supportive and productive work environment;
  •  general administrative support as deemed necessary. 

The successful candidate may be required to undertake other tasks and activities as necessary under the responsibility of the Head of  the Administration and Finance Unit according to the evolution and development of the IHI JU’s structure or activities. Duties may evolve depending on the needs of the IHI JU.

 

3. Eligibility criteria 
 
At the closing date of applications, candidates must:
 
3.1 General conditions

  • be a national of a member state of the European Union;
  • enjoy his/ her full rights as a citizen1
  • have fulfilled any obligations imposed by the applicable laws concerning military service; 
  • be physically fit to perform the duties linked to the post2
  • meet the character requirements for the duties involved;
  • 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).

3.2 Education 

  • Have a level of post-secondary education attested by a diploma3;

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 three (3) years of full-time appropriate professional experience; 

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

In case you do not fulfil all the eligibility criteria, your application will not be taken into consideration.

 

4.  Selection criteria

Candidates will be considered for the selection phase on the basis of the following criteria, to be fulfilled by the closing date for applications:

4.1 Essential criteria

  • Suitability to perform the tasks described under point 2;
  • At least three (3) years of professional experience in the field of finance;
  • A very good command of written and spoken English .

4.2 Advantageous criteria

  • Proven professional experience working with ABAC (Accrual Based Accounting used in EU institutions) or SAP (applicants must state in their application how they have obtained such experience with specific examples);
  • Proven professional experience in procurement and/or contract management;
  • Very good knowledge of the EU Financial Regulation and its rules of application to the European institutions;
  • Working experience in an international environment.

 4.3 Behavioural competences

Throughout the different phases of the selection procedure they will also be assessed on the following criteria that are essential to the post:

  • strong organisational skills to handle multiple tasks simultaneously and ability to manage priorities, deliver high-quality outcomes and pay attention to details while respecting tight deadlines;
  • ability to work efficiently and accurately under pressure;
  • excellent communication and inter-personal skills;
  • proactive approach to problem-solving and task execution;
  • service-oriented, results-driven, flexible and autonomous attitude
  • excellent command of MS Office tools (Word, Excel, Outlook, Powerpoint, etc.).

In order to be evaluated in the best possible way, candidates are advised 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 when describing 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. Appointment and reserve list 

The recruitment will take place upon a decision of the IHI JU Executive Director (the Appointing Authority).

The Executive Director of the IHI JU 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 conditions5 and will take the form of a contract signed by the Appointing Authority of the IHI JU.

The reserve list could be used to fulfil other positions within the IHI JU depending on the needs of the Joint Undertaking and will be valid until the date indicated in the relevant vacancy (the validity of the reserve list may be extended).

Candidates should note that inclusion on the reserve list does not guarantee recruitment. Recruitment will be based on the availability of posts and budget. The IHI JU may decide at any time during the procedure not to pursue the recruitment.

The reserve list for this post will be valid until 31 December 2025 and may be extended at the discretion of the Appointing Authority of IHI JU. 

 The successful candidate will be required to make a declaration of their commitment to act independently in the public interest and to make a declaration in relation to interests that might be considered prejudicial to his/her independence. Candidates must confirm their willingness to do so in their application.

 

6. Deadline for applications

Interested candidates are invited to submit their application by no later than 25 October 2024 at 23:59 (Central European Summer Time/Brussels time), following the instruction in the ANNEX.

 

7. Condition of employment

The place of employment will be Brussels, where the Joint Undertaking premises are located.

The successful candidate will be recruited as a Contract Agent Function group FG III, pursuant to Article 3(a) of the Conditions of Employment of Other Servants of the European Union, for a period of 3 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 IHI Joint Undertaking.

The basic monthly salary for FG III, grade 8 (step 1) is 3.204.55 € subject to an annual review of remuneration provided for in Article 65(1) of the Staff Regulations, and to a Community tax deducted at source and staff members are exempt of national taxation. In addition to the basic salary, staff members may be entitled to various allowances, in particular expatriation allowance or foreign allowance  (16% of basic salary, or 4% of basic salary), household allowance, dependent child allowance and education allowance. A comprehensive welfare package including pension scheme, medical, accident and occupational disease insurance coverage, unemployment and invalidity allowance, and travel insurance. Further information regarding rights, conditions of employment and benefits can be found at the following link:
Staff Regulations
 

IMPORTANT NOTE

Candidates are invited to read the ANNEX that represents an integral part of this vacancy and provides information on how to complete the application, the steps of the selection process and appeal procedures.

APPLY HERE

 

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 in order that the IMI2 JU may be satisfied that he/she fulfils the requirement of article 28(e) of the Staff Regulations of the Officials of the European Communities.  

3.Only qualifications issued by EU Member State authorities and qualifications recognised as equivalent by the relevant EU Member State authorities will be accepted. Any academic qualification mentioned in the application form shall be duly supported by evidence (original or certified copies of e.g. diplomas, certification, etc.). In instances where diplomas are obtained from a non-EU Member State, IMI2 JU may request the candidate to provide a relevant document of comparability issued by a recognised authority.

4. Any professional experience mentioned in the application form shall be duly supported by evidence (original or certified copies of e.g. contracts, payslips etc.). Professional experience shall be taken into account from the date on which the person fulfils the minimum qualifications for engagement. In order for your professional experience to be taken into consideration, it must be supported by relevant documents attesting an actual work relationship defined by the following elements: real, genuine work; on a paid basis; as employee (any type of contract), or provider of a service.  Any given period may be counted only once (in order to be calculated as eligible, years of studies or professional experience to be taken into account shall not overlap with other periods of studies or professional experience). Professional activities pursued part-time will be calculated pro-rata on the basis of the certified percentage of full-time hours worked. Remunerated PhDs acquired in a field relevant to the job description can be counted as professional experience up to 3 years. Paid traineeships are counted as working experience. Prior to contract signature, the successful candidate(s) will need to provide original versions of documents proving the candidate’s work experience.

5. Before the appointment, a successful candidate shall undergo a medical examination by the medical services of the Commission in order that the IHI JU may be satisfied that she/he fulfils the requirement of article 28(e) of the Staff Regulation of the Officials of the European Commission.

 

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