CAJU 01 - 2025 Financial & Administrative Assistant(FG III)

The Clean Aviation Joint Undertaking (CAJU), based in Brussels, Belgium
is looking for candidates to establish a reserve list for 
Financial & Administrative Assistant

(Contractual Agent Function Group III)
Ref.: CAJU 01 – 2025 Financial & Administrative Assistant

Please send us your application by no later than 12th of June 2025 at 23:59 (Brussels time), following the instructions in the ANNEX I
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Clean Aviation Joint Undertaking is the largest European research programme in aeronautics, developing innovative, cutting-edge technology aimed at increasing commercial aircraft efficiency. The main objective of the Clean Aviation Joint Undertaking is  to contribute to reducing the ecological footprint of aviation by accelerating the development of climate neutral aviation technologies for their earliest possible deployment, therefore significantly contributing to the ambitious environment impact mitigation goals of the European Green Deal and Regulation (EU) 2021/1119 of the European Parliament and of the Council, that is to say a 55 % emissions reduction by 2030 compared to 1990 levels, and climate neutrality at the latest by 2050.
As of 30 of November 2021 the Clean Aviation Joint Undertaking (CAJU) is the legal and universal successor of the Clean Sky 2 Joint Undertaking (CS2JU) and is established until 31/12/31 in accordance with the COUNCIL REGULATION (EU) 2021/2085 of 19 November 2021.
The Clean Aviation JU is in Brussels, Belgium. For further information, please consult the following website: https://www.clean-aviation.eu/.  

What we are looking for:

We are looking for an energetic team player to join the Finance and Administrative Unit which is responsible for: Budget and Finance, Human Resources, ICT, Security and Infrastructure / Logistics. The Financial Assistant works under the direct supervision of the Team Leader Finance and the overall guidance of the Head of Administration and Finance.

1. Job description
The Financial & Administrative Assistant shall be responsible for the following tasks:

Finance
• Act as Financial Initiating Agent in the preparation of administrative financial transactions by ensuring compliance with the financial rules and regulations and established procedures  
• Prepare the financial global commitments as well as individual commitments in SUMMA
• Create and modify Business Partners in SUMMA (legal entities and bank accounts)
• Maintain follow-up of tables of budgetary execution for certain administrative costs (order forms, etc.)
• Interact with the contractors and service providers in context of payments. Reply to their requests for information and to their possible disagreement
• Ensure the physical and electronical filing/archiving of the files
• Perform financial tasks as a back-up to other staff when needed for the timely administration of commitments and payments
• Maintain records and supporting documentation linked to the financial operations
• Produce files for de-commitments and recovery orders 
• Provide horizontal support to the administration and finance team.

Administration and others
• Launch the payment of mission reimbursements. 
• Perform a quality check of missions acting as Local Mission Officer (LMO) for MIPS+ 
• Check and verify the correctness of the Travel Agency invoice
• Manage documentation and follow-up of external meetings such as the verification of travel documents and reimbursement of experts
• Guarantee an effective and clear document management, incoming and outgoing mails
• Print and send documents by regular mail with acknowledgment of receipt 
• Support the HR manager in the implementation of Sysper, NDP and selection processes
• Support the Head of Units when required.

2. Eligibility criteria 

2.1 General conditions
• Be a citizen of a Member State of the European Union;
• Be entitled to his or her full rights as a citizen;
• Have fulfilled any obligations imposed by the applicable laws concerning military service.
• Meet the character requirements for the duties involved;
• Have a thorough knowledge of one of the official EU languages and a satisfactory knowledge (at least B2 level) of another of these languages to the extent necessary for the performance of their duties (candidates are invited to specify in their CV any language certificates they have obtained which can demonstrate their language skills);
• Be physically fit to perform the duties linked to the post.

2.2 Education
On the closing date for applications, candidates must have:
• A level of post-secondary education attested by a diploma and appropriate professional experience of at least three years in tasks closely related to the those listed in section 1 of this vacancy notice.
OR
• A level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least four years in tasks closely related to the those listed in section 1 of this vacancy notice.

3. Selection criteria
Candidates selected based on the above eligibility criteria will then be evaluated according to the following selection criteria:
• Very good knowledge of the EU Financial Regulation and its rules of application 
• Experience in budgetary and financial management
• Excellent knowledge of financial applications (such as SUMMA)
• Experience in managing contracts with service providers
• Fully proficient in the use of electronic office tools such as Microsoft Office Word and Excel
• Excellent analytical, problem solving and organisational skills. 

3.1 Advantageous:

• Knowledge of MIPS+ application
• Knowledge of Sysper application 
• Working experience with financial tasks in EU bodies, Agencies or Joint Undertakings.

Applicants must meet the eligibility criteria concerning the required educational qualifications and years of experience, as well as the essential criteria by the deadline of this vacancy. Failure to comply with the eligibility and essential selection criteria will result in a disqualification of the applicant concerned. 

To be evaluated in the best possible way, candidates are recommended to give evidence of their knowledge and detailed professional experience with specific examples. Candidates are invited to be as detailed and as clear as possible in the description of their professional experience and specific skills and competences in their application form. 

4. Conditions of employment
The successful candidate will be appointed by the Executive Director of the JU as a contractual agent at Function Group III pursuant to Article 3(a) of the Conditions of Employment of Other Servants of the European Communities, for a period of 3 years, which may be renewed.
Candidates should note the requirement under the Conditions of Employment of Other Servants for all new staff to successfully complete a probationary period of 9 months.
The pay of staff members consists of a basic salary supplemented with various allowances.
Allowances: in addition to the basic salary, staff members may be entitled to allowances, such as expatriation or foreign residence allowances, family allowance, household allowance, dependent child allowance, pre-school allowance and education allowance.
The conditions of employment of contractual staff under the terms of Article 3(a) and the provisions guiding the calculation of salary and allowances can be consulted at the following address:
http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CONSLEG:1962R0031:20140101:EN:PDF 

The place of employment is Brussels, where the JU’s premises are located.

5. Selection procedure
A Selection Board is nominated by the Appointing Authority of the JU. After screening the applications, the Selection Board will draw up a shortlist of candidates to be invited for an interview. Candidates invited for an interview will also sit a written test related to the fields of the post. Following this, the Selection Board will establish a reserve list of best suitable candidates to be approved by the Executive Director.
The Executive Director may decide to interview the best candidates before appointment. Candidates are reminded that the different selection boards’ works are confidential. It is forbidden for candidates to make direct or indirect contact with their members or to ask anybody else to do so on their behalf.

6. Appointment and reserve list
The Executive Director of the Joint Undertaking will select the successful candidate and offer the post. A binding commitment can only be made after the verification of all conditions and will take the form of a contract signed by the Executive Director.
The reserve list will be used to fill vacant positions within the JU.
Candidates should note that inclusion on the reserve list does not guarantee recruitment.
Recruitment will be based on availability of posts and budget.
The reserve list for this post will be valid for 2 years and may be extended at the discretion of the Appointing Authority of the JU.

7. Equal opportunities
The CAJU, as a Union body, applies a policy of equal opportunities and non-discrimination in accordance with Article 1d of the Staff Regulations.

8. Closing date
Applications must be submitted by 12 June 2025 at 23:59 (Brussels time).
The closing date of this vacancy may be prolonged.
Candidates are recommended not to wait until the final days before the closing date of applications’ submission. The JU cannot be held responsible for any last-minute malfunction due to an overflow of the application system.        
More info on the application procedure, data protection and appeal procedure are in the Annex I.