Operations Officer

VACANCY NOTICE Ref. No: EED/6

OPERATIONS OFFICER

1. Main functions of the post:

• coordinating and managing the operations of the EED and its budgetary policy;
•  mapping and matching of possible sources of funding (grants from the UE and other international governmental and non-governmental donors, contributions from interested parties, etc.);
• providing strategic guidance to the funds management, HR, administration and IT.

2. Duties and Responsibilities:

Operations Officer reports directly the Director of Operations and shall be responsible for (in addition to the above-mentioned):

• forecasting the consolidated financial requirements of the EED;
• monitoring consolidated budget implementation and ensuring full liquidity at all times;

• coordinating the development and monitoring of the EED budget;

• managing financial operations, encompassing a wide variety of funding sources, diverse operations and extensive dispersed activities;
• managing cash flow planning and ensuring availability of funds as needed;
• overseeing cash, investment, and asset management;
• maintaining banking relationships, including reporting requirements;
• approving financial transactions in accordance with the financial regulations and rules, administrative instructions and other relevant documents of the Belgian law as well as the EU law if necessary;
• ensuring that accurate and complete accounting, reporting and internal control systems are functioning and that all relevant financial records are properly maintained;
• developing financial business plans and forecasts;
• representing the EED to financial partners, financial institutions, auditors, etc.;
• remaining up to date on auditing standards generally accepted in the EU, tax code and business law;
• ensuring maintenance of appropriate internal controls and financial procedures;
• preparing financial statements, including consolidated reporting;
• coordinating audits and proper filing of tax returns;
• ensuring legal and regulatory compliance regarding all financial functions;
• reviewing regular and ad hoc financial reports;
• providing authoritative advice, financial interpretations, adaptations and corrective actions in response to audits and other queries to ensure adherence to financial regulations and rules, administrative instructions and other relevant documents of the Belgian law as well as the EU law if necessary;
• performing other tasks for the Director of Operations as required.

3. Key eligibility and selection criteria

a.      Conditions for eligibility:

• be a national or having permanent residence permit of one of the EU/EEA countries or Switzerland;
• be entitled to his/her full rights as a citizen;
• have completed any obligations imposed on him/her by the laws concerning military service;
• produces the appropriate character references as to his/her suitability for the performance of his/her duties;
• be physically fit to perform his/her duties;
• hold, or be in a position to obtain, a valid Personnel Security Clearance Certificate (national or EU PSC at CONFIDENTIAL and/or EU SECRET level).

b. Essential selection criteria:

Level and type of formal education

• master’s degree in International Affairs, Public Administration, Business Administration, Political or Social Science, Law, Finance, Accounting or related discipline;

  Professional experience

• at least 9 years of proven full-time professional experience and knowledge of Belgian and EU administrative, budgetary, financial, tax and accounting policies and procedures; proven of at least 3 years of experience in the international environment would be an asset;
• ability to apply various Belgian and EU administrative, budgetary, financial, tax and accounting rules and regulations in work situations;
• proven experience with international accounting standards (International Public Sector Accountings Standards - IPSAS), International Financial Reporting Standards - IFRS) or other relevant national or international standards; experience with Enterprise Resources Planning (ERP) systems would be an asset;
• working experience in democracy-related projects and programs in government or international organisations or from the civil society; 

Functional competencies

• good knowledge of the European Institutions and working mechanisms within the EU;
• good knowledge of grant-making and democracy support procedures;

• substantive understanding of political issues and trends in the EU Neighbourhood as well as EU policies towards the region;
• thorough knowledge of English and French; an adequate knowledge of other language(s) to the extent necessary for the performance of duties;

• ability to keep full confidentiality about all assigned tasks and related documentation as well as able to exercise confidentiality, discretion and tact when dealing with diverse groups of people;
• high degree of communication skills and excellent interpersonal skills;
• ability to develop strong working relationships internally and externally at all levels;
• thorough understanding of social media, its purpose and exploitation;
• solid ICT skills;
• high personal and professional culture;
• ability to work in multi-ethnic and multi-national environment;
• readiness for frequent duty travel;
• provide at least three (3) references as to the suitability for the performance of duties.

4. Application

Please make sure you meet all required qualifications and experience. Application must include a CV in the Europass format, cover letter, contact information for three (3) references and your net monthly salary requirements.

Failure to fully comply with one of the required information (CV, cover letter, references together with contact information and net monthly salary requirement)  shall result in the exclusion of the applicant concerned from the selection procedure.

Application should be made online using “apply for the job” panel. After successfully submitting your application you will receive an automatic email confirming receipt of your application.

In addition to it please send a copy of your CV as an attachment to email address:vacancies@democracyendowment.eu, with reference number and Operations Officer in the subject line. Please no phone calls/emails/letters.

 Applications should be submitted no later than 15 April 2013, 12 noon (Brussels time)

The applications will not be returned to candidates but will be kept on file by the EED. The information provided in the applications is subject to EU legislation on protection of personal data and confidentiality of information.

5.      Terms of contract

Two-year fixed term contract (with the possibility of its extension) plus decent set of personal benefits.

Expected take up duty date: ASAP (no later than 1 July 2013).

Working place: EED HQ located in the centre of Brussels, Belgium.