Finance Specialist (M/F)

1.1 THE EUIPO

25 years of work on IP have consolidated the European Union Intellectual Property Office (EUIPO) as the independent, self-financed, non-profit European Union (EU) agency responsible for the registration of trade marks and designs in the EU and one of the most technologically advanced and innovative organisations in the world of Intellectual Property (IP). Indeed, new technologies such as Artificial Intelligence or blockchain are now fully embedded in EUIPO’s practice in the administration of its unique and unbeatable business proposition: registering and protecting trade marks and designs for the whole of Europe in a cost effective, reliable and timely manner.

The EUIPO has fully embraced the new IP trends in terms of globalisation and emerging importance of enforcement. Since 2013, the Office is responsible for IP research, communication, knowledge sharing and cooperation with enforcement authorities, covering all IPRs, via the European Observatory on Infringements of IP Rights (the Observatory).

The EUIPO does not only operate in Europe, it has now enlarged its footprint to the five continents and is, for example, implementing EU projects on IP in China, South East Asia, Latin America, the Caribbean and Africa.

The EUIPO enjoys a privileged sea front location in Alicante in a newly inaugurated campus where staff benefit from EUIPO’s facilities (such as retail services, sport facilities, etc.). In addition, Alicante has an European School. Since 2008, the Office is committed to reducing its environmental impact through extensive initiatives. Its geographical location in Alicante is well connected, with high speed train connections to many locations and hosting the 4th largest airport in the country.

EUIPO offers a unique mix of professional opportunities and quality of life.

The working languages of the Office are English, French, German, Italian and Spanish.

1.2 THE FINANCE DEPARTMENT

The Finance Department (FD) is responsible for all activities and operations related to Finance: budgeting and expenditure control, management of the Office's financial framework, general accounting, fees management, verification, procurement and vendor management activities and operations. The FD, managed by a Director of department, comprises the following two Services, each managed by a Head of Service:

The Financial Framework, Fees, Accounts and Treasury Service is responsible in particular for the preparation of the annual accounts of the Office, as well as the management of the treasury, the general accountancy and the Office’s financial framework, the validation of financial systems and the activities related to the fees of the Office.

The Procurement and Vendor Management Service is responsible in particular for the forecast, management and execution of all procurement activities, managing vendors and contracts and for preparing the economic files related to these contracts.

The Controller is responsible for activities related to financial planning and reporting, budgetary process, and financial analysis. The Controller operates under the direct authority of the Director.

In addition, the teams dealing with the verification of financial transactions, budgeting and expenditure control report directly to the Director of the department.

Financial activities at the EUIPO are performed within the applicable legal framework consisting mainly of the Office’s Financial Regulation and the EUTM regulation.

2. DUTIES

Under the direct responsibility of the Director of Finance or of any of the Heads of Service, the successful candidate will be expected to carry out one or more of the following tasks:

Budget and Controlling area

Actively contribute to the Office’s budget planning, controlling, monitoring and reporting;

Accounting and Treasury area

Accounting treatment of incoming fee payments, invoices, payment orders and recovery orders;
Validate systems managing data related to assets, liabilities, revenue or expenditure contributing to the accounting systems;
Coordinate and actively participate in the closure activities of the accounts (inventory, cut off, reporting, Annual Accounts, financial reports);
Banks and treasury management;
Procurement and Grants area
Provide procurement or grant related expertise, advice, guidance, support at all stages of the procurement or grant procedure cycle covering the full spectrum of procurement and grant related matters and decision-making ensuring compliance with the procurement and grant rules;
Establish the annual procurement plans and follow-up of their implementation, including; advising on the appropriate procedures, identifying timelines and setting up the procedure administration;
Contribute to the drafting of the tender or call for proposals specifications and publish the calls for tenders or proposals, review tender or grant procedure documentation; participate in the evaluation of offers or proposals and in negotiations;

Vendor Management or Economic Files area

Lead the ordering process via managing request for offers and ensure correct application of contractual conditions;
Follow up on contracts execution;
Maintain and enhance commercial and strategic relationships with vendors, including measures to mitigate commercial and financial risks relating to them;
Manage general purchasing activities, such as the preparation of purchase orders, specific agreements, receipt of goods and services, payment orders, recovery orders;

Fees management area

Manage revenue related to fees (validate incoming payments and handle reimbursements to users);
Manage interactions with and control of external provider services related to fees;
Manage tasks related to communication with the clients of the Office and enhancement of customer satisfaction;

Financial Framework Advisory and Coordination area

Manage and coordinate the revision and implementation of the Office’s Financial Regulation;
Manage and follow-up of consultations to the Financial Department;
Manage the organisation and follow-up of the European Court of Auditors’ audits;

Verification area

Verify ex-ante and ex-post financial transactions;
Prepare, monitor and update the authorisations and delegations necessary to operate the budgetary execution;
Manage the Office’s register of exceptions;

Common to all areas

Contribute to ensuring that the Office’s processes are implemented in accordance with the Financial Regulation and other relevant rules and regulations;
Prepare reports, notes and presentations to the Office’s Budget Committee, or the management and staff;
Define and perform internal controls related to respective area of responsibility;
Develop and update guidelines, templates, checklists, and any other required documents, in the respective area of responsibility;
Assist in the preparation of and provide support during internal and external audits;
Test, contribute to the validation and support the maintenance of relevant IT systems (e.g. Accounting system, Fee Management system);
Actively participate in relevant network meetings and working groups;

Duties applicable to all staff:

Actively work towards the achievement of the goals of the EUIPO in accordance with the Strategic Plan;
Perform any other work-related duties and responsibilities that may be assigned by the line manager.

3. ELIGIBILITY CRITERIA

To be admissible for this selection, candidates must fulfill all the following conditions by the deadline for submission of applications:

1. General conditions

Be a national of one of the Member States of the European Union;
Enjoy full rights as a citizen;
Have fulfilled any obligations imposed by the laws concerning military service;
Meet the character requirements as to suitability for the performance of the duties involved;
Be physically fit to perform the duties.

2. Education

Have a level of education which corresponds to completed university studies of at least 3 years attested by a diploma;

3. Professional experience

Have a minimum of 5 years of full-time relevant professional experience in relation with and at the level of the tasks described under “Duties”, in one or more areas

4. Language skills

Have a thorough knowledge of English (minimum level C1) – Language 1;
Have a good knowledge of one of the official languages of the EU (minimum level B2) – Language 2;

The levels indicated apply to each linguistic ability (speaking, writing, reading and listening) and correspond to the Common European Framework of Reference for Languages.

5. Computer skills

Advanced computer literacy is compulsory. Candidates must have extensive professional experience with computer applications such as MS Office package or similar, databases and Internet research. In particular, a high spreadsheets literacy level is required.

4. SELECTION CRITERIA

Notwithstanding the required experience established under point 3 of the present vacancy notice (eligibility criteria), and in particular under point 3.3, the Office will use the following criteria in order to select the best qualified candidates for the interview and test phase:

1. Professional experience in more than one of the following areas:

Accounting and Treasury management;
Budget management;
Public procurement and grants;
Contract and purchasing management;
Ex-ante and ex-post verification of financial transactions;
Fee management;
Revision of legal financial texts;

2. Additional experience, beyond the experience required under point 3.3. of the eligibility criteria, in one or more of the above mentioned areas;

3. Experience with relevant legal framework (EU Framework Financial Regulation or EU Financial Regulation, EUIPO’s Financial Regulation);

4. Hands-on experience in the use of financial systems, in particular SAP or equivalent, at user level;

5. Experience in financial reporting and in drafting notes in English related to financial matters.

In addition to the above criteria, candidates invited to the interview and test phase will also be assessed against the following requirements:

Competencies

Communication: communicate clearly and precisely both orally and in writing;
Analysis and Problem-solving: ability to identify the critical facts in complex issues and develop creative and practical solutions;
Working with Others: work cooperatively with others in teams and across organisational boundaries and respect differences between people; create a sense of team spirit by encouraging shared goals and exchange of knowledge and experience;
Learning and Development: develop and improve personal skills and knowledge of the organisation and its environment; commit to train others, share knowledge, and systematically improve working methods;
Prioritisation and Organisation: ability to prioritise the most important tasks, work flexibly and organise own and others’ workload efficiently;
Quality and Results: take personal responsibility and initiative for delivering work to a high standard quality within set procedures; show clear customer orientation (internal and external); build systematic and methodical processes into projects and work of self and own team;
Resilience: remain effective under work pressure, be flexible and adapt to a changing work environment; encourage others to do the same and adjust own and team’s approach to embrace changing circumstances.
Leadership: potentially lead and manage people and teams to achieve results; delegate work in own team appropriately and provide clear directions; inspire enthusiasm and a positive attitude in people about their work and their contribution to EUIPO’s success.

5. INTERVIEWS AND TESTS

Pre-selection

Admissible candidates whose applications rank among the best qualified in accordance with the selection criteria detailed under point 4, may be contacted in order to verify their language skills (in particular, spoken production in English), as well as to prove their professional experience and/or other skills, knowledge and competencies. This pre-selection contact does not entitle candidates to be invited for interview and test: it is a step in selecting the most suitable candidates to be invited for the afore mentioned phase.

Interview

Interviews will take place in Alicante or online and, given the nature of the job, will be carried out in English. Other relevant languages as declared in the candidate’s application/CV may be assessed in accordance with the levels indicated in this vacancy notice.

The interview will test the candidate’s motivation, suitability and knowledge of matters relating to the duties to be performed and the selection criteria established in the vacancy notice (technical knowledge and behavioral competencies).

Test(s)

One or several tests will complete the assessment of one or several of the above aspects. Candidates called for the interview and test phase will receive detailed information in the invitation.

6. GENERAL INFORMATION

For general information on selection and recruitment procedures at the EUIPO, please refer to the following link.

7. HOW TO APPLY

To apply please click on this link.

All the documents included as links or made reference to within the context of this notice are considered to be part of the present vacancy notice.

Important:

Candidates should note that the information provided in their application/CV/profile constitutes a basis for appreciation of the eligibility and selection criteria. Therefore, they are invited to read carefully the requirements and to provide the relevant information in such detail that it allows this appreciation. Particular attention should be paid to information on their education and professional experience, in particular exact dates, description of responsibilities, duties performed and tools used.

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