Head of Finance and Procurement Unit - Hoofdinhoud

1.

BACKGROUND

Applicants are invited for this position at the European Agency for the Management of Operational Cooperation at the External Borders of the Member States of the European Union (Frontex), established under the Council Regulation (EC) No 2007/2004 of 26 October 2004. Frontex is located in Warsaw, Poland and its main tasks are the following:

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  coordinate operational cooperation between Member States in the field of management of external borders;
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  assist Member States in the training of national border guards, including the establishment of common training standards;
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  carry out risk analyses;
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  follow up the development of research relevant for the control and surveillance of external borders;
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  assist Member States in circumstances requiring increased technical and operational assistance at external borders;
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  provide Member States with the necessary support in organizing joint return operations. For more information, please refer to our webpage: http://www.frontex.europa.eu

th January 2012

2.

THE FINANCE AND PROCUREMENT UNIT

The Finance and Procurement Unit is divided into two sectors: Finance Sector and Procurement Sector. The Unit is responsible for the financial administration of Frontex including the co-ordination of all activities in relation to the preparation and implementation of the budget, the preparation of the annual accounts and the financial rules and procedures. In addition, the Unit is responsible for carrying out the Frontex procurement activities. The Unit participates in the process of all financial operations and ensures compliance with the regulatory framework and standards applicable to EU Institutions financed from the general budget of the European Communities. The Head of Finance and Procurement Unit shall be responsible for ensuring sound financial management of Frontex by applying applicable financial processes in line with financial rules and regulations, preparing its annual budget, managing and coordinating a team of around 20 staff members.

3.

DUTIES

Reporting to the Director of Administration Division, the Head of Finance and Procurement Unit shall be responsible for:

Support to Senior Management:

Advising on financial and procurement aspects of Frontex activities;

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  Assisting in the cooperation with the relevant EU institutions in the field of the Finance and Procurement Unit`s competence;

Management of the Unit`s responsibilities: Contributing to the development of Frontex Strategy and Work Programme documents and supporting identification of budget required for Frontex activities, having the planning and reporting responsibility in all areas of Frontex finance and procurement activities;

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  Assessing the strategic needs of Frontex as a whole and in particular of the Unit, and translating these needs into short-term strategies, annual work plans and any other development projects;
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  Achieving Unit`s objectives by efficient use of the given human and financial resources;
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  Implementing the Unit`s work strategy and work programme in alignment with Frontex mission, objectives, Financial Regulations, EU legislation and other internal and/or EU financial guidelines;

Developing and/or implementing new Frontex finance and procurement activities;

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  Ensuring that financial functions are exercised in accordance with relevant internal and/or EU financial guidelines;

Personnel management: Leading and managing a team in the area of responsibilities assigned to the Unit and ensuring the overall coherence of all sub-sectors` work;

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  Allocating personnel from the Unit to integrated teams under the responsibility of other Units projects when needed;
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  Developing competences and skills of the Unit's personnel and ensuring the assessment of their performance;

Promoting sound management and knowledge-sharing;

Performing other relevant duties as appropriate and necessary.

4.

QUALIFICATIONS AND EXPERIENCE REQUIRED

a. Eligibility criteria:

To be eligible, an applicant must have:

a level of education which corresponds to completed university studies, preferably in Business Administration, Finance or Economics, or a related field attested by a diploma when the normal period of university education is four years or more, or;

a level of education which corresponds to completed university studies, preferably in Business Administration, Finance or Economics, or a related field attested by a diploma and appropriate professional experience of at least one year when the normal period of university education is at least three years;

Only qualifications that have been awarded in EU Member States or that are subject to the equivalence certificates issued by the authorities in the said Member States shall be taken into consideration.

in addition to above at the closing date for applications, at least 15 years of proven full-time professional experience;

Professional experience will be taken into account after the award of the qualification certifying the completion of the level of studies required above in the first two bullet points.

Only the required education will be taken into account. ANY GIVEN PERIOD MAY BE COUNTED ONLY ONCE (in order to be calculated as eligible, years of studies or professional experience to be taken into account shall not overlap with other periods of studies or professional experience.)! In case of part-time work the professional experience will be calculated pro-rata in line with the workload stated by the applicant.

produce evidence of thorough knowledge of one of the languages of the Community and of satisfactory knowledge of another language of Community to the extent necessary for the performance of his/her duties;

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  be a citizen of one of the Member States of the European Union or the Schengen Associated Countries;

enjoy full rights as a citizen;

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  have fulfilled any obligations imposed on them by the laws of their home country concerning military service;

be physically fit to perform their duties; For reasons related to the Frontex working requirements, be available at short notice for the job.

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  Selection criteria

(1) Professional competencies

The applicant will be required to demonstrate that he/she has:

At least 5 years of relevant experience in working at middle management level;

Sound knowledge and proven professional experience in:

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  controlling the use of financial resources;
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  budgetary accounting and financial reporting;
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  managing a multi-national team;

In-depth knowledge, preferably followed by experience, of EU Financial, Public Procurement and Budgetary Rules and Regulations;

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  Good knowledge of management principles, in particular as regards strategic planning, prioritization, project management and allocation of resources;
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  Proven capacity to analyze complex information, consider options in clear and structured way, propose and implement recommendations and make sound decisions;

Excellent command of English, at least on C1 level;

Ability to respect the confidentiality of work issues.

Besides the following attributes would be advantageous:

Experience in the European law enforcement sector (intelligence-driven organization)

or border management or related area;

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Experience in working with ABAC/SAP;

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Knowledge of the internal control standards of the European institutions;

Experience in cooperation with the European public administration and decision- making processes.

(2) Personal qualities

Attributes especially important to this post include:

Strong managerial and leadership skills;

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  High level of capability to organise and manage work, including the ability to cope with stress in relation to demanding tasks, heavy workload, time pressure, tight deadlines and respond to changes in a rapidly evolving work environment;

Strong sense of responsibility, sense of commitment and cooperation;

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Excellent problem-solving and conflict-resolution skills;

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  Ability to negotiate and communicate clearly and precisely at all levels both orally and in writing, in particular ability to deal with people effectively and courteously and build productive and cooperative working relationships;

Capacity to motivate and encourage a team to achieve objectives and desired results;

Capacity to establish and maintain inter-personal relations in cross-cultural environment.

5.

INDEPENDENCE AND DECLARATION OF INTEREST

The Head of Finance and Procurement Unit will be required to make a declaration of commitment to act independently in Frontex` interest and to make a declaration in relation to interests that might be considered prejudicial to his/her independence. Applicants will therefore be required to include confirmation of their willingness to make such declarations with their applications.

6. EQUAL OPPORTUNITIES

Frontex applies an equal opportunities policy and accepts applications without distinction on grounds of age, race, political, philosophical or religious conviction, sex or sexual orientation and regardless of disabilities, marital status or family situation.

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7. SELECTION PROCEDURE

The selection procedure includes the following steps: after registration, each application is checked in order to verify whether it meets the eligibility criteria;

all the eligible applications are evaluated by the Selection Committee based on the selection criteria defined in the vacancy notice;

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  the best-qualified applicants, who obtained the highest number of points within the evaluation, are short-listed for an interview;

the interview will be held in English;

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  during the interviews session, the Selection Committee examines the profiles of applicants and assess their relevancy for the post in question. In order to support the evaluation via interview, shortlisted applicants may be required to undergo written competency tests and complete part of the process in their second EU language;
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  applicants invited to an interview will be requested to present, on the day of the interview, originals of their diploma(s) and evidence of their professional experience, clearly indicating the starting, finishing dates and workload;

as a result of the interviews, the Selection Committee recommends the most suitable applicants for the post in question. The list of suitable applicants established by the Selection Committee may also be used for the recruitment for a similar post depending on the needs of Frontex and shall be valid until 30

th June 2014 (the validity period may be extended). Each applicant will be informed by letter whether or not he/she has been placed on the reserve list. Applicants should note that inclusion on a reserve list does not guarantee employment. Please note that the Selection Committees work and deliberations are strictly confidential and that any contact with its members is strictly forbidden.

8. APPOINTMENT AND CONDITIONS OF EMPLOYMENT

The Head of Finance and Procurement Unit will be appointed by the Executive Director, upon recommendation of the Selection Committee, following the selection procedure. Successful applicant will be recruited as a Temporary Agent pursuant to article 2a of the Conditions of Employment of Other Servants of the European Communities (CEOS). The Temporary Agent post in question will be placed in Function Group AD, Grade 12.

The pay of staff members consists of a basic salary in EUR weighted by the correction coefficient (for Poland currently 77.1%) and paid in PLN according to a fixed exchange rate

(currently 4.1603).

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The final net calculation is as follows:

Function Group AD, Grade 12 Step 1 Step 2

Basic net salary (without any allowances) 5 337 EUR 5 501 EUR

(22 205 PLN) (22 885 PLN)

Household allowances (net) 291 EUR 297 EUR

(1 209 PLN) (1 237 PLN) Dependent child allowances for each child (net) 287 EUR 287 EUR

(1 195 PLN) (1 195 PLN) Expatriation allowances (depending on family situation) (net) 1 274 1 458 EUR 1 327 1 513 EUR (5 299 6 066 PLN) (5 521 6 293 PLN)

Preschool allowance (net) 70 EUR (292 PLN) 70 EUR (292 PLN)

Education allowance (net) up to 389.83 EUR 389.83 EUR (1 621.82 PLN) (1 621.82 PLN)

In addition to the basic salary, staff members may be entitled to various allowances, in particular an expatriation (16% of basic gross salary) or foreign residence allowance (4% of basic gross salary) depending on particular situation, and family allowances (depending on personal situation) such as: household allowance, dependent child allowance, pre-school allowance, education allowance.

Staff pays a Community tax at sources and deductions are also made for medical insurance, pension and unemployment insurance. Salaries are exempt from national taxes.

For further information on working conditions of temporary staff please refer to CEOS: http://ec.europa.eu/civil_service/docs/toc100_en.pdf The employment contract will be offered for a period of five years, with a probationary period of six months. The contract may be renewed. Frontex requires selected applicants to sensitive posts to undergo a security screening procedure and obtain a positive national opinion. The level of the latter depends on the specific post. For this one, the required level of clearance is SECRET.

Applicants who currently hold a valid and positive security clearance at the above-mentioned level do not need to obtain a new one. They shall then provide a copy of the security clearance to Frontex and specify the issuing authority, level and date of expiry. In case the validity of the security clearance expires within six months, the renewal procedure shall be initiated expeditiously.

In case selected applicants do not currently hold a valid and positive security clearance at the above-mentioned level, Frontex will request such from the National Security Agency of the applicants' state of nationality.

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Failure to obtain the required security clearance certificate before the expiration of the probationary period or in case such agency issues a negative opinion at the above-mentioned level after the signature of the contract of employment, Frontex has the right to terminate the latter.

9. PROTECTION OF PERSONAL DATA

Frontex ensures that applicants' personal data are processed in accordance with Regulation (EC)

No 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data (12.1.2001, OJ, L 8). Please note that Frontex will not return applications to applicants. This applies in particular to the confidentiality and security of such data. The legal basis for the selection procedures consists for the Temporary Agents in the Conditions of Employment of Other Servants of the European Communities .

The purpose of processing personal data is to enable selection procedures. The selection procedure is conducted under the responsibility of the Human Resources Sector of the Administrative Services Unit, within the Administration Division (HR Sector). The controller for personal data protection purposes is the Head of HR Sector. The information provided by the applicants will be accessible to a strictly limited number of staff members of the HR Sector, to the Selection Committee, and, if necessary, to the Legal Affairs Unit. Almost all fields in the application form are mandatory; the answers provided by the applicants in the fields marked as optional will not be taken into account to assess their merits.

Processing begins on the date of receipt of the application. Data storage policy is as follows:

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  for applications received but not selected: the paper dossiers are filed and stored in archives for 2 years;
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  for applicants placed on a reserve list but not recruited: data are kept for the period of validity of the reserve list + 1 year;
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  for recruited applicants: data are kept for a period of 10 years as of the termination of employment or as of the last pension payment.

All applicants may exercise their right of access to and right to rectify personal data. In the case of identification data, applicants can rectify those data at any time during the procedure. In the case of data related to the admissibility criteria, the right of rectification cannot be exercised after the closing date of candidatures' submission. Should the applicant have any query concerning the processing of his/her personal data and has substantiated request, he/she shall address them to the HR Sector at hr@frontex.europa.eu. Applicants may have recourse at any time to the European Data Protection Supervisor (edps@edps.europa.eu).

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  APPEAL PROCEDURE

If an applicant considers that he/she has been adversely affected by a particular decision, he/she can lodge a complaint under Article 90(2) of the Staff Regulations of Officials of the European Communities and Conditions of employment of other servants of the European Communities, at the following address:

Frontex

Human Resources Sector Rondo ONZ 1

00-124 Warsaw Poland

The complaint must be lodged within 3 months. The time limit for initiating this type of procedure starts to run from the time the selection procedure for this post is declared as closed on the Frontex webpage ( http://www.frontex.europa.eu).

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  APPLICATION PROCEDURE

In order for an application to be considered eligible, applicants are requested to submit their applications signed by the applicant in 1 original and 3 copies, using the version of Frontex Standard Application Form uploaded under the reference No of the post and posting them in a simple A4 format envelope. Applications shall be accompanied by 1 original Eligibility Checklist (see the last page of Vacancy Notice) duly completed and signed by the applicant. In the Eligibility Checklist the applicant verifies his/her compliance with the eligibility criteria for the specific post.

Applications delivered via e-mail will not be accepted and treated as non-eligible.

Please send your applications, duly completed in English, to the following address:

Frontex Human Resources Sector

REF: FRONTEX/12/TA/AD12/04.1 Head of Finance and Procurement Unit

Rondo ONZ 1

00-124 Warsaw Poland

You will be requested to supply documentary evidence in support of the statements that you make for this application. Do not, however, send any supporting or supplementary documentation with your application, until you have been asked to do so by Frontex. Additionally, do not submit the references or testimonials, unless they have been requested for the sole use of Frontex.

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Please do not spend money on expensive bindings for your papers as they are usually separated and the bindings thrown away.

The closing date for the submission of applications is 1 st March 2012 with the

postmarked date serving as a proof.

Incomplete applications or sent to Frontex after the above deadline will be disqualified and treated as non-eligible. Moreover, the applicants who use the same application form to apply for more than one post will

be disqualified. Due to the large volume of applications, Frontex regrets that only applicants selected for the interviews will be notified. The status of the recruitment procedure could be found on our webpage. Please note that the time period between the closing date for applications submission and the end of the short listing applicants for the interview may take up to two months.

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Head of Finance and Procurement Unit

(FRONTEX/12/TA/AD12/04.1)

Temporary Staff/Function Group AD, Grade 12

Full name of applicant (in capitals): -

Application number: (introduced by Frontex)

ELIGIBILITY CRITERIA

1 be a citizen of one of the Member States of the European Union or the Schengen Associated Countries; Yes

No

2 a level of education which corresponds to completed university studies, preferably in Business Administration, Finance or Economics, or a related field attested by a diploma when the normal period of university education is four years or more, or;

Yes No

a level of education which corresponds to completed university studies, preferably in Business Administration, Finance or Economics, or a related field attested by a diploma and appropriate professional experience of at least one year when the normal period of university education is at least three years;

3 in addition to above at the closing date of applications, at least 15 years of proven full-time professional experience after the award of the qualification certifying the completion of the level of studies mentioned above in the point 2; Yes

No

4 have a thorough knowledge of one of the languages of the Community and satisfactory knowledge of another language of Community to the extent necessary for the performance of his/her duties; Yes

No

5 enjoy full rights as a citizen; Yes

No

6 have fulfilled any obligations imposed by the laws of home country concerning military service;

Yes No

7 be physically fit to perform his/her duties. Yes No

I, as an applicant, fulfil all the eligibility criteria for the post in question:

Yes

No

Signature of the Applicant:.......................................................

signature

Introduced by Frontex:

Yes

No Certified correct: - ...............................

signature

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