Finance Officer at the 4EU+ General Secretariat
4EU+ European University Alliance
Post: Finance Officer, Full time
Start date: Dec 23
Established in 2018, 4EU+ is a European University Alliance with the objective of developing long-term structural and strategic cooperation among the 4EU+ universities in education, research and
innovation and engagement with society. The 4EU+ Alliance is currently constituted by seven 4EU+ universities, namely: Charles University (CU), Czech Republic; Sorbonne University (SU), France;
University of Copenhagen (UCPH), Denmark; Heidelberg University (UHD), Germany; University of Geneva (UNIGE), Geneva; University of Milan (UNIMI), Italy; and the University of Warsaw (UW), Poland.
4EU+ was one of the first 17 alliances selected under the European University Initiative, funded by the Erasmus+ programme. The project was implemented in the period from 2019-2022. In 2022, 4EU+
was successfully awarded a second project which will actively contribute to the development of a new comprehensive framework for enhancing European cooperation and, ultimately, integration in Higher Education.
The position of the Finance Officer (FO) will be based at the 4EU+ General Secretariat (GS), located in Heidelberg (Germany). Under the responsibility of the Project Manager at the GS, the FO is expected
to coordinate all financial and administrative matters related to the new Erasmus+ project, including the follow up of the financial performance of the project and reporting status progress according to
the standardised formats and timelines as stated in new Erasmus+ project Grant Agreement (GA) documents. The FO is expected to maintain active communication with the Alliance members and
provide advice and technical support in areas of expertise when needed. The FO is also expected to work closely with the Project Manager at the GS ensuring active communication with the counterparts
at the European Commission (EC) and timely responding to requests and questions. In addition, the FO is expected to be involved in the coordination of fundraising activities including advising the
Alliance members on projects, financial schemes and models, participation in online and on-site meetings and any relevant tasks where finance management competences are required.
Duties and responsibilities
- Prepare and control/ coordinate the project budget according to the GA
- Break down the project budget into reporting phases that meet the expected EC reporting schedules
- Combine and produce financial reports to specific deadlines
- Ensure compliance with regulations and legal obligations such as tax compliance- Liaise with the counterparts at the EC and ensure that financial accounting, monitoring and reporting are in compliance with the EC provisions as stated in the Grant Agreements
- Work closely with the project teams to build and execute plans and processes, strengthen capacity for grants management, and ensure transparency and accountability
- Keep up to date with funders requirements and developments in the use of indicators, tools, etc.
- Assist in the preparation of information for audit files and information required for auditing accounts
- Prepare budget documents and representations for 4EU+ internal and external purposes
- Coordinate financial activities with the financial departments at the member institutions of the Alliance and provide technical support and help when needed
- Coordinate Alliance members reporting, including meeting internal and external reporting deadlines, identifying reporting components, compiling required documents, ensuring report completeness, and facilitating final submission to the EC.
In close collaboration with the Project Officer of the General Secretariat located in Heidelberg, the FO is expected to provide support in proposal writing. In particular:
- Support staff planning, efforts calculation and budgets for grants according to the terms of reference;
- Contribute to the development, implementation and continuous improvement of 4EU+ fundraising strategy, including European, national, regional and other funding sources
Advanced degree (Master of equivalent) in finance, business administration or other relevant field of study
- Minimum 4 years of progressive experience in an equivalent position; having experience in a regional, national or international context is a plus
- Strong experience in finance and administration matters, including preparing budgets, monitoring, and reporting
- Advanced use of Excel, Winbooks (or equivalent accounting system).
- Acquaintance with funding and reporting schemes of the European Commission; experience with finance management of lump sum funding is a plus
- Solid analytical and communication skills
- Proficiency in the use of modern communication tools and common office software, such as Microsoft Teams.
- Ability to work autonomously and in a team
Excellent knowledge of English (written and spoken), any other European language is an advantage
Application document and process
This is a full-time position to start as soon as possible. The salary will be commensurate with experience and is accustomed to industry standards. We look forward to receiving your application. Please send your complete application, including CV, cover letter indicating your earliest availability date and contact information to at least two references in English in a single PDF file by e-mail to email@example.com by November 15, 2022.
We ask for understanding that application documents received will not be returned. 4EU+ stands for equal opportunities and diversity. Severely disabled persons will be given priority in the event of equal suitability.
Part of the International Alliance of Research Universities (IARU), and among Europe’s top-ranking universities, the University of Copenhagen promotes research and teaching of the highest international standard. Rich in tradition and modern in outlook, the University gives students and staff the opportunity to cultivate their talent in an ambitious and informal environment. An effective organisation – with good working conditions and a collaborative work culture – creates the ideal framework for a successful academic career.