Budget and Finance Controller

The Europe’s Rail Joint Undertaking (EU-RAIL), based in Brussels, Belgium, is establishing a reserve list for a post of Budget and Finance Controller.

The purpose of this call is to establish a reserve list of suitable candidates which might be used to fill in a vacant position.

About EU-RAIL

The Europe’s Rail Joint Undertaking (EU-RAIL) is a public-private partnership between the European Union and the rail sector, established by Council Regulation (EU)2021/2085 of 19/11/2021. The EU-RAIL, located in Brussels, is responsible for implementing the EU-RAIL Research and Innovation Programme, funded jointly by the Union and Industry Members of the Rail Sector, with a view to contributing to the European Union's policy priorities and more specifically the Sustainable and Smart Mobility Strategy of December 2020.

Job Description

To achieve such an ambitious Programme, EU-RAIL offers the opportunity to join its professional team and make a difference in achieving a European smart and sustainable mobility and transport, via mission-oriented rail research and innovation.

We are looking for a confident and committed colleague who will report to the Executive Director. The Budget and Finance Controller will contribute to the strategic decisions of the EU-RAIL and advises the Executive Director and its management team. The Budget and Finance Controller will also directly contribute to the implementation of the EU-RAIL work programmes and budget in compliance with EU Financial Regulation and Horizon Europe.

The role entails:

• A leading role in the budgeting process of EU-RAIL, ensuring the planning, preparation, monitoring and reporting of its annual and multi-annual budget.
• A finance management expertise role, in particular by supporting the Head of Corporate Services in supervising 3 financial officers activities and supporting in the area of verification, ensuring resilient and efficient financial circuits for sound financial management of EU-RAIL.
• A supporting role to the management of the Back Office Arrangement on Accounting, for which EU-RAIL has a leading role and provides accounts service to 10 Joint Undertakings.

Budget planning and implementation

Coordinate the overall JU budget, the resource estimates plan and monitor their implementation:

• Draft the annual budget plan and any amending budgets including the preparatory steps with the public and private members of EU-RAIL and in close cooperation with the EU-RAIL administrative and operational units.
• Support the EU-RAIL teams in establishing their budgetary requirements and in monitoring budget execution.
• Liaise with Commission services for the implementation of the planned budget, including annual contributions, cash flow planning, clearing reports, and related amendments.
• Track the reactivation of commitment and payment appropriations and ensure accurate forecasting of future budgets, including multi-annual budgetary planning, and update management reports.
• Draft up-to-date budget forecasts for the EU-RAIL annual and multiannual budgets, using known and unknown variables, and advise on the implications for budget management and implementation.
• Define and keep up to date the contribution from the private Members in terms of IKOP, IKAA and administrative costs, and manage reconciliation exercises.
• Develop, implement and document measures for the timely execution of processes and procedures related to private members’ in-kind contribution planning, execution and reporting, as well as EU-RAIL validation. Ensure permanent reviews aiming to document, rationalise and increase efficiencies of processes and procedures.
• Support the needs of EU-RAIL with the creation and maintenance of databases or relevant IT tools for budget management, seeking to automate wherever possible.
• Monitor and report on the execution of the annual budget including the execution of the allocated shares of the EU-RAIL budget and the private Members’ IKOP and IKAA implementation.
• Ensure the follow-up of the discharge procedure.
• Contribute to drawing up the Annual Work Plans, Annual Activity Reports and providing information for internal audits and the Court of Auditors.

Financial implementation optimisation

Monitor and provide suggestions for further improving the EU-RAIL financial circuits to ensure that financial workflows, procedures and systems are in place to maintain resilience, operational excellence, and provide support to users of the common financial management:

• Provide financial advice and support for operational activities, applying the appropriate financial processes and procedures.
• Supervise 3 financial officers’ activities.
• Act as Financial Verifying Agent, performing ex-ante verification of the legality and regularity of budgetary and financial transactions.
• Perform analysis, preparation and delivery of strategic and business intelligence reports to management.
• Develop a plan and keep overview of the status of financial processing, in particular of Grant Agreements and Operational tenders, and ensure implementation of the EU-RAIL’s Financial Rules and related procedures.
• Continuously review and report on business processes in financial management.
• Ensure regular reporting to the Executive Director and relevant supervisory bodies, including the JU Governing Board, the European Commission, the European Court of Auditors and the budget authorities, on the progress of the Programme implementation.
• Ensure the effective implementation of the Internal Control Standards and follow-up of recommendations issued by the Court of Auditors and promote a risk management culture in the JU.

Back Office Arrangement for Accounting Services

In collaboration with the Head of Corporate Services, support the management of the BOA on Accounting:

• Plan and organise tasks and priorities for a correct functioning of the BOA team.
• Act as a liaison between the back-office and the clients’ management teams.
• Define performance metrics and methodology to monitor and report throughout the year.
• Ensure that viable options exist for the business continuity of the operations.
• Advise and support the implementation on enlargement of accounting services, for example towards other areas of financial management to further streamline financial processes, pool resources in some regular accounting tasks and automate budget and financial reporting.

Perform any other task requested by the line management in the interest of the service.

Eligibility 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.

General conditions

• Be a national of a member state of the European Union.
• Enjoy full rights as a citizen.
• Have fulfilled any obligations imposed by the applicable laws concerning military service.
• Be physically fit to perform the duties linked to the post.
• 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.

Education

Have a level of education which corresponds to:

• Completed university studies attested by a diploma when the normal period of university is 4 years or more.
• Or completed university studies attested by a diploma and at least one year of appropriate professional experience when the normal period of university is 3 years.

Experience

• Have appropriate professional experience of at least 9 years.
• Have a thorough knowledge of one of the official languages of the EU and a satisfactory knowledge of a second EU language to the extent necessary to perform the duties.

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

Selection criteria

Candidates selected based on the above eligibility criteria will then be evaluated according to the following selection criteria:

Essential qualifications and experience

• Suitability to perform the tasks described in the job description.
• Sound knowledge of the EU Financial Regulation and the expenditure lifecycle.
• Demonstrated experience in budget reporting and monitoring, including advising stakeholders or management on risks, planning needs and implementation prospects.
• Demonstrated budgetary and financial expertise and experience in a large and complex project-oriented setting.
• Very good knowledge of written and spoken English.
• Advanced knowledge of Microsoft Excel.

Advantageous qualifications and experience

• Proven experience in report automation and data visualisation, with tools such as Business Objects, Microsoft PowerBI and Power Query.
• Knowledge of IT finance and budgetary tools used either in the European institutions such as SUMMA/ABAC or outside, such as SAP.
• Knowledge of the European Framework Programmes for Research and Innovation, such as Horizon 2020 and Horizon Europe.

Behavioural competences

• Motivation and an open and positive attitude.
• Excellent interpersonal and communication skills.
• Excellent organizational skills and ability to define priorities.
• Ability to work under pressure and respect deadlines.
• Sense of initiative and team spirit.

Conditions of employment

The successful candidate will be appointed by the Executive Director of the EU-RAIL as a Temporary Agent AD7 pursuant to Article 2f of the Conditions of Employment of Other Servants of the European Union for a period of 3 years. The period of engagement will not in any case exceed the lifetime of EU-RAIL.

Candidates should note the requirement under the Conditions of Employment of Other Servants for all new staff to complete successfully a probationary period of nine months.

Expected starting date: As soon as possible