Additional Information
Under the supervision of the Head of Unit, and in close cooperation with the Finance Management and Advisory Expert, the Financial Operations and Reporting Assistant will have the following main responsibilities:
- Assists the Secretariat in financial and operational data management, related to the Secretariats obligations and operational workflows.
- Provides comprehensive support for reviewing and streamlining financial operations. In this regard:
- Performs regular quality, consistency, completeness, accuracy, correctness and timeliness checks of data entered into the record-keeping systems by process owners, including, but not limited to databases, banking information, accounting and financial records and supporting documentation;
- Maintains and regularly updates financial and operational datasets relating to e.g. grant contributions, fund allocations, support requests, purchase agreements, commitments, invoices, payments and available balances;
- Through regular data controls and reconciliations identifies eventual documentation, numerical, data-quality and procedural discrepancies, and liaises with the responsible Expert and relevant colleagues to ensure their timely resolution.
- Supports the preparation of internal and external background notes, briefing materials, narrative-, and financial reports, audits, presentations, briefing packages, query responses and management updates by extracting, consolidating, validating and presenting data from relevant sources and by providing narrative summary. In this regard:
- Operationally supports annual and ad-hoc internal and external audits. Specifically, follows the audit processes, and ensures that required unit responses and agreed follow-up actions and data provisioning are completed within agreed deadlines. Prepares supporting documentation and transaction breakdowns and verifies record traceability for evidencing.
- Assists in establishing and streamlining data management processes (e.g.: collection, processing, presentation) related to the Impact Reporting function.
- Proposes data management and procedural efficiency improvements.
- Other tasks assigned by the Director, the Deputy Director, or the Head of Unit.
Requirements
The role requires a strong service-oriented approach, emphasizing precision, data confidentiality and professional ethics. Proficiency in interpersonal and communication skills is vital for collaborating in diverse work settings and engaging with various stakeholders.
Core values and competencies:
- Professionalism: Demonstrates a high level of competence and ethical conduct in all tasks and interactions.
- Precision: Routinely and independently carries out verification and controlling tasks with low margin of error
- Integrity: Consistently upholds the organization's core values and principles in all actions.
- Diversity: Respects and values diverse perspectives and contributions, fostering an inclusive work environment.
- Commitment: Actively contributes to the attainment of organizational objectives.
- Accountability: Takes ownership of both individual and delegated responsibilities, ensuring their successful completion.
- Collaboration: Effectively collaborates with colleagues and stakeholders to achieve shared goals and fosters a positive, trust-based working atmosphere.
- Result-oriented: Drives efforts toward achieving concrete outcomes and measurable results.
Selection criteria
Eligibility criteria:
- Citizenship of either EU Member States or of any Contracting Party to the Treaty[1]
- Physical capability to fulfil the responsibilities associated with the position[2],
- University degree in the field of economics, business, finance, accounting, engineering or other field relevant to the job description,
- At least 2 years of relevant professional experience,
- Excellent command of English,
- Excellent attention to detail and consistency,
- Excellent communication and drafting skills,
- Demonstrated/referenced, excellent independent command of the Microsoft Office suite, specifically MS Excel.
Supplementary criteria:
- Professional experience in financial data management, record keeping, data quality control, reconciliations or financial process support,
- Professional experience in an international organization and/or public institution,
- Proven experience of working in a multi-cultural and multi-disciplinary environment,
- Capable of performing well under pressure,
- Ability to work independently and as part of a team, managing multiple tasks and priorities effectively,
- User-level knowledge of big data/database management solutions – e.g. SQL, Python libraries, MS Access or other,
- Good command of Ukrainian.
Employment contract
The Accounting and Reporting Assistant will be offered an employment as Staff Member in line with the Energy Community Secretariat’s Staff Regulations under an employment contract with an initial duration of three years, which may be renewed. The duty station is in Vienna, Austria or Kyiv, Ukraine.
The salary ranges are defined by the Energy Community budget. For this position, the Energy Community Secretariat offers a tax-exempted salary of EUR 3.279. The final remuneration will be determined based on qualifications, experience, and outcome of the recruitment process.
A system for salary ranges also allows for salary increases in the course of the employment, subject to performance criteria and availability of budget.
Other benefits consist of:
- Working in a multi-cultural environment,
- Central office location in the heart of Vienna,
- 30 working days of annual leave per calendar year.
- Official national holidays at the duty station,
- Option for working partially from home,
- 100% coverage of accident insurance fee,
- Reimbursement of health insurance fee of up to EUR 550 monthly,
- Coverage of individual development and training in line with performance appraisal report,
- Reimbursement of individual moving expenses,
- Residence Permit in the form of a Legitimation Card (Green Category),
- Option of parental leave and different categories of special leave,
- Flexible working hours,
- Professional on-boarding process,
- Compensation for overtime work in the form of time-off, up to 20 hours per month,
- Exchange of up to three holidays per annum for personal or religious reasons,
- Business trips, if applicable for the work,
- Cross-country project exposure, if applicable for the work.
The terms and conditions of employment adhere to the provisions outlined in the Energy Community Staff Regulations.
The commencement date of the employment is expected to be as soon as possible
[1] https://www.energy-community.org/legal/treaty.html
[2] Any formal appointment shall be subject to certification by a qualified medical practitioner, designated by the Director that the appointee possesses the degree of physical fitness needed for the post, in accordance with Article III.7 of the Energy Community Recruitment Rules
