Head of Unit for Administration and Finance

Please send us your application by no later than 03 November 2024 at 23:59 (Brussels time) and please ensure you read fully our vacancy notice following this link: Vacancy Notice

1 POSITION ADVERTISED 
a Overall purpose 
The Chips Joint Undertaking is organising a recruitment for selecting a candidate for the position of Head of Unit Administration and Finance (hereinafter “Head of Administration and Finance”).
The Head of Administration and Finance is a key middle manager in the organisation, directly reporting to the Executive Director of the Chips Joint Undertaking. In her/his role as a manager, the successful candidate shall ensure that the different teams under her/his supervision deliver professional, efficient and timely services to the JU. 
The Head of Administration and Finance has responsibility for human resources, budget and finance, legal affairs, governance and ICT.
She/he has to provide clear leadership, with an emphasis on cost effectiveness, efficiency, timeliness and sound management, and with maintaining a culture of customer service. 
She/he will lead a staff of around 15-20 people split in two sectors, finance and administration. Each sector is led by a head of sector. 

b Duties and responsibilities 
The tasks of the Head of Administration and Finance will include, among others, the following:
Management:
• Plan, organise, supervise and coordinate the work of the unit and monitor achievement of objectives, ensure effective distribution of duties and responsibilities in order to achieve the expected results and outputs using the resources allocated in the most effective and efficient manner and in compliance with existing rules;
• Define the work programme of the unit and coordinate the work of the team and its contribution to 
the objectives assigned; 
• Manage staff under her/his supervision: discuss objectives, provide feedback, perform annual
appraisals, address training needs, create a team spirit and an environment in which each staff 
member feels appreciated;
• Ensure planning, timeliness and compliance of selection and recruitment procedures for staff in the 
unit;
Budget and Finance:
• Develop and maintain the sound financial management of the organisation to ensure the regularity 
and legality of the financial transactions in accordance with the Joint Undertaking (JU) Financial Rules; 
• Coordinate the overall JU budget and the resource estimates plan, and monitor their implementation

• Supervise and further improve the financial circuits ensuring that financial workflows, procedures and systems are in place to maintain operational excellence, providing support to users of the common financial management and accounting systems, managing the budgetary procedure;
• Provide to the Accounting Officer the information necessary for the production of accounts giving a true image of the Joint Undertaking’s assets and of budget implementation; 
• Develop relevant guidelines and manuals of procedure for staff on financial circuits and ensure their implementation.
Legal affairs and procurement: 
• Ensure that all legal affairs are well managed and procurement procedures, grant agreements and 
contracts are legally sound;
• Supervise and manage the overall planning and reporting on procurement needs, based on Units’ 
inputs; 
• Ensure that the procurements are carried out on time, in line with the needs of the organisation and 
in compliance with the Financial Regulation;
• Carry out ex-ante checks before contract notices are published.
Governance:
• Supporting the activities of the Governing Board, the Public Authorities Board and the Private 
Members’ Board: acting as boards’ secretariat, organizing meetings and written procedures, 
preparing decisions, setting up agenda; 
Human resources : 
• Coordinate the JU’s human resources management and staff policies; 
• Issue HR guidelines and policy actions; 
• Oversee the implementation of efficient recruitment procedures in relation to the strategic 
implementation of the staff establishment plan; 
• Support the management in the case of conflicts;
• Promote a healthy and safe working environment for JU staff;
• Ensure that human resources are managed in accordance with the needs of the JU

Information technologies (ICT): 
• Supervise the management of the IT work programme and ensure up-to-date technology is available for the JU;
• Manage the ICT operations activities (maintenance of information systems, management of the 
infrastructure, helpdesk coordination, security coordination);
• Manage the ICT development, business analysis and portfolio management work of the JU, including the drafting and monitoring of work plans, the allocation of resources and the execution of the approved portfolio.
Coordination, support, planning and reporting: 
• Assist the Executive Director in the management of the JU by providing sound advice on 
administrative, legal and financial matters, and by contributing to the overall strategy and policies; 
• Ensure a regular reporting to the Executive Director and relevant supervisory bodies, including the 
Governing Board, the European Commission, the European Court of Auditors and the budget 
authorities on the progress of the work under her/his responsibility; 
• Liaise with the Members of the Joint Undertaking, EU institutions, other Joint Undertakings and
external partners on all matters falling under the above portfolio; 
• Oversee, in collaboration with the Management Team, the timely preparation of the work 
programmes and the coordination and timely finalisation of the Annual Activity Report of the JU;
• Provide critical input into how the JU develops both strategically and operationally as an organisation.

a Eligibility criteria 

i General conditions 
• Be a national of a Member State of the European Union; 
• Be entitled to her/his 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; 
• Be physically fit to perform the duties linked to the post

ii Education
On the closing date for applications, candidates must:
• Have a level of education which corresponds to completed university studies of at least four (4) years attested by a diploma; and, after having obtained the diploma, at least 15 years full-time of 
appropriate professional experience;
OR
Have a level of education which corresponds to completed university studies of at least three (3) years attested by a diploma and, after having obtained the diploma, at least 16 years full-time of 
appropriate professional experience;
• 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.

i Essential criteria 
Suitability to perform the tasks described in point 1(b). 
Professional experience: 
o Knowledge and demonstrated professional experience of at least 15 years in areas indicated 
in point 1(b);
o At least 5 years of management experience, with proven track-record in building, managing 
and motivating teams (please indicate the size of the teams you managed and the number of 
years of management experience that you have);
o Significant professional experience providing in-depth knowledge in more than one area of 
public administration;
o Professional experience in working in a multicultural, international and multidisciplinary 
environment;
Degree:
o A University degree in Law or Finance or HR management or Economics or Business 
Administration or Engineering or any other domain that is deemed relevant to the post;
Manager’s skills:
o Excellent people management competences;
o Strong sense of responsibility, commitment and co-operation;
o Ability to establish and develop good inter-personal relations with a broad range of 
stakeholders in cross-cultural environments;
o Ability to work within a team;
Specific skills linked to the post: 
o Very good financial management competences and a sound understanding of ethics and 
procurement standards applicable to EU public administrations;
o Proven experience in dealing with complex legal matters; 
o Very good knowledge of the EU Staff Regulations, Conditions of Employment of Other 
Servants of the European Union and related implementing rules;
o Very good knowledge of the EU Financial rules

Soft skills:
o Excellent written and oral communication skills in English;
o Excellent analytical skills;
o Excellent negotiation and problem-solving skills;
o Service-oriented and results-driven attitude;
IT skills:
o Ability to use electronic office tools (Word, Excel, PowerPoint, SharePoint, Outlook, Internet, 
etc.).