Head of Administration and Finance

The Circular Bio-based Europe Joint Undertaking (CBE JU), a €2 billion partnership between the European Union and the Bio-based Industries Consortium (BIC), funds projects advancing competitive circular bio-based industries in Europe. The partnership is building on the success of its predecessor, the Bio-based Industries Joint Undertaking (BBI JU), while addressing the current challenges facing the industry.

The Head of Administration and Finance is a key middle manager in the organisation, directly reporting to the Executive Director. In his/her role as manager, the successful candidate will provide clear leadership and ensure that the different teams under his/her supervision deliver professional and efficient services to the JU in line with CBE corporate values: professionalism, commitment, team spirit, care and excellence.

The position will entail the following tasks and responsibilities:

Management

• Lead and direct the Administration and Finance Unit and its staff. Define the work programme of the unit and coordinate the work of the team and its contribution to the agreed objectives;
• Manage the budget, finance, procurement, legal, human resources and IT functions of the CBE JU by developing, implementing and monitoring strategies, policies, rules and processes in the unit, in line with the CBE’s mission and objectives, as well as the EU Financial and Staff Regulations;

Coordination, support, planning and reporting

• Assist the Executive Director in the management of the CBE JU by providing him/her with sound advice on administrative, legal and financial matters, and by contributing to the overall strategy and policies;
• Provide critical input into how the JU develops both strategically and operationally as an organisation;
• Ensure a regular reporting to the Executive Director and relevant supervisory bodies, including the CBE JU Governing Board, the European Commission, the European Court of Auditors and the budget authorities;
• Coordination and finalisation of the Annual Work Plan (AWP) and Annual Activity Report (AAR) with specific input on the areas 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 his/her portfolio;
• Be in charge of and responsible for risk management and internal control;

Budget and Finance

• Ensure sound financial management of the organisation to ensure the regularity and legality of the financial transactions in accordance with the CBE JU Financial Rules;
• Coordinate the overall preparation of the CBE 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; act as Authorising Officer;
• 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;

Legal 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 and organisational needs;

Human Resources

• Coordinate the JU’s human resources management and staff policies;
• Oversee the implementation of efficient recruitment procedures in relation to the strategic implementation of the Staff Establishment Plan;
• Be responsible for the smooth and effective coordination, supervision and implementation of the Back Office Arrangements (BOA) for HR activities, for which CBE is the Lead JU;
• Promote a healthy and safe working environment for JU staff;

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 CBE JU, including the drafting and monitoring of work plans, the allocation of resources and the execution of the approved portfolio;

Housing, Security and Business continuity

• Coordinate activities required to provide the CBE JU with efficient premises (business continuity, works, maintenance, operations, reception, cleaning, catering, health and safety);
• Coordinate the preparation, implementation and management of physical security procedures, including security awareness programs, emergency procedures and incidents;
• Facilitate logistical support to the CBE JU and coordinate the physical security aspects of the CBE JU;

Deadline for applications: 18 February 2024, 23:59 CET (Central European Time / Brussels time)

Link to the full Vacancy Notice and Online Application Form: https://www.cbe.europa.eu/vacancies