The EIB, the European Union’s bank, is seeking to recruit for its Group Corporate Services Directorate – Group Digital Office (GCS-GDO) – Budget, Contract & Vendor Management Unit (BCV) at its headquarters in Luxembourg, a (Associate) Budget & Reporting Officer *. This is a full time position at grade 4/5 for which the EIB offers permanent contract.

Panel interviews are anticipated in late November / December 2023

*internally referred to as (Associate) Officer Coordination

Purpose

In this role you will co-ordinate and manage the department’s annual current and capital budgets in line with budget reporting requirements and in compliance with the Bank’s standards and requirements for budgetary planning, control and reporting. You will also ensure the optimal coordination between budget forecast, operational activity planning and resource planning of the annual and multi annual budgets, as well as analyse trends on expenditure and presenting these results to support decision making process.

Operating Network

You will work under the direct supervision of the Head of the Budget, Contract and Vendor Management Unit, and work closely with other members of the Group Digital Office and the EIB Group.

The Group Digital Office manages an annual budget of around 170 million EUR (current and capital) to purchase complex external products and services (hardware and software, consultancy, maintenance, technical support, telecommunication, etc.) from around 200 active framework agreements and contracts.

The main purpose of the Budget Contract and Vendor Management Unit is to provide high quality and cost-efficient solutions through effective sourcing strategies and execution activities. About 800 ATORs (call-offs) from framework contracts are executed every year. These are often of high value and considerable complexity.

The unit provides services to the Group Digital Office (GDO) but also to other parts of EIB in need of services covered by our contracts.

What will you do?

• Plan, implement and report on all budgetary and financial aspects related to the activities of the department in order to establish transparent and reliable budgetary controls and associated reporting, and to ensure compliance with the Bank’s policies and procedures.
• Manage the department’s budget in line with the budget reporting requirements and with the Bank’s standards and requirements for budgetary planning, control and reporting.
• Prepare key performance, budgeting & costing analyses and reports for decision makers in the department and advise them in the allocation of the budget. Whenever requested, present information for decision-making.
• Collaborate with decision makers in the department to optimise budget forecast and resource planning.
• Control the requisitions and payment of invoices and reconciliation of budgetary data including all outsourced parties.
• Manage budget related reporting processes: coordinate data collection, ensure a timely delivery of budget related reports. Updating and management of budget Masterfile.
• Ensure diffusion of information essential to staff and decision makers; proactively inform about updates to related documents (manuals, accounting standards, invoice management system, external billing process, contract register, etc.).
• Keep up-to-date with guidelines and rules in relation to the Bank’s procurement rules and budgetary standards and policies: PROCUR Vademecum, Accounting standards FC/Admin Exp, etc.
• Overall support and control of the yearly GDO budget process.

Qualifications

• University degree (minimum an equivalent to a Bachelor) preferably in Business Administration, Economics or similar relevant field
• Minimum 3 years of relevant professional in budget monitoring and control function preferably gained within an international organisation or company
• Excellent tracking and reporting skills and ability to visualize data and convey information if and when needed combined with ability to handle a large volume of information and accurate management of large datasets
• Good knowledge of all aspects of business planning and performance, budgeting and cost accounting processes.
• Good knowledge of EU procurement regulations and practices will be an advantage
• Excellent Microsoft application skills (especially Excel, Word and Outlook)
• Fluent in English and/or French and preferably a solid understanding of the other (*).

Competencies

Find out more about EIB core competencies here

(*) Unless stated explicitly as a required qualification, a good command of French is not a pre-requisite for hire. As both English and French are however official working languages of the EIB, proficiency in both languages is a pre-requisite for your future career development. Any language clause in your contract must be fulfilled in order for you to be eligible for a promotion (either via the annual appraisal cycle or via an internal selection process). Proficiency is understood to mean the attainment of level 5 of the Inter Institutional language courses, corresponding to B1.2 of the Common European Framework of Reference for Languages (CEFRL). The Bank offers appropriate training support.

We are an equal opportunities employer, who believes that diversity is good for our people and our business. We encourage all suitably qualified and eligible candidates to apply regardless of their gender identity/expression, age, racial, ethnic and cultural background, religion and beliefs, sexual orientation/identity, disability or neurodiversity.

Applicants with specific needs are encouraged to request reasonable accommodations at any stage during the recruitment process. Please contact the EIB Recruitment team [email protected] who will ensure that your request is handled.

By applying for this position, you acknowledge the importance of maintaining the security and integrity of the Information of the EIB Group. In case of selection for the position you agree to comply with all measures (policies, controls, document classification and management) implemented by the EIB Group to prevent unauthorised disclosure of any information or any damage to the EIB Group reputation.

Deadline for applications: 31st October 2023

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