ASSISTANT (M/F)

Detail of the vacancy notice
Reference: COR-AST3-AST7-17-18
Job Title: ASSISTANT (M/F)

Directorate: Directorate E, Human Resources and Finance
Unit/Service: Budget and finance unit

Function Group: AST
Grade: AST3 – AST7

Management: No
Location: Brussels

Deadline: 20/04/2018 00:00

 

Duties:

 
The official's duties will include:
 
CFAA secretariat related:
 
  • Assisting in developing the agenda of the CFAA meetings and establishing the work-planning;
  • Coordinating with services for the reservation of the meeting rooms and interpretation;
  • Sending the meeting invitations to CFAA members;
  • Coordination with the CoR services for preparation of documents and follow-up throughout the approval circuit;
  • Coordination of translation of documents via the appropriate management tools, liaison between translation and contributing services, monitoring and follow-up;
  • Liaison with the planning, printing and interpretation services involved in the preparation of paper documents and organization of meetings;
  • Assisting in the organisation of CFAA preparatory meetings with CoR political group secretariats and CFAA Presidency (including meeting room reservations, orders of consumables, submission of CFAA documents to participants, etc);
  • Initiating the requests for reimbursement of expenses for the individual presences of CFAA members and follow-up of their approval;
  • Participation in the preparatory meetings and coordination with services for follow-up of the questions raised during the preparatory meetings;
  • Assisting in writing the briefings to the CFAA Chair;
  • Submission of documents to CFAA members and other participants of meetings;
  • Assisting in writing of the summary of decisions and recommendations and of the follow-up to the CFAA meetings;
  • Distribution of the summary of decisions to CFAA members following its approval;
  • Follow-up of the submission of CFAA documents to the CoR Bureau, when necessary;
  • Archiving documents and records of the CFAA meeting;
  • Managing the functional mailbox of the CFAA Secretariat;
  • Ensuring the update of the information related to CFAA available on the CoR intranet, internet and "Agora".
 
Budget related:
 
  • Assisting in the preparation and follow-up of the approval of the CoR budget throughout the whole budget process;
  • Assisting in regular monitoring, follow-up and analysis of the CoR budget execution;
  • Assisting in drafting regular CFAA notes on the Budget execution, Budget process, briefing notes to the Secretary-General and the CFAA Chairman and reports to the Bureau;
  • Maintenance and update of the unit's information on the CoR intranet;
  • Yearly input of the CoR Draft Budget data into CIBA;
  • Assisting in the yearly ex-post control exercise.
 

Qualifications and skills required:

 
  • Thorough knowledge of an official language of the European Union and satisfactory knowledge of a second official language of the European Union. For functional reasons, a sound knowledge of English and a good knowledge of French are required;
  • Good analytical and drafting skills;
  • Good knowledge of current office applications such as Share Point and MS Office;
  • Ease in handling figures and data (Excel tables, etc.);
  • Ability to organise and coordinate operations;
  • Ability to work both in a team and independently and good aptitude for inter-service cooperation;
  • Sense of initiative and ability to meet tight deadlines;
  • In depth knowledge of the EU Financial Regulation and accounting or budget related background/experience would be an asset;
  • Knowledge of software such as Visual Basic, Ariane, Agora, Adonis,  and CIBA would be an asset.
Related Information
  • COR-AST3-AST7-17-18