Descritption
Type of contract: Contract Agent 3a
Job No.: 427237
Grade: FG II
Unit/Team: PMO.5.002
Working place: Luxembourg
Publication: from 01/08/2023 to 31/08/2023 until 18.00 hours Brussels time
We are:
PMO.5:
The mission of the PMO (Paymaster Office or Office for the administration and payment of individual entitlements) is to provide a high-quality and user-friendly service to beneficiaries by promptly and accurately managing, determining and paying individual rights and expenses (e.g., salaries, pensions, sickness insurance reimbursements and mission expenses).
The PMO.5 Unit, located in Luxembourg, includes 3 sectors: Settlements Office - Luxembourg (001), Travel reimbursements (002), Laissez-Passer and Visas (003).
The vacant post to be filled is in the sector of reimbursement of travel expenses in Luxembourg (002). This sector of about 40 dynamic people comprises of three teams and is responsible for:
- Travel costs incurred by staff covered by the Staff Regulations of the Commission and other bodies managed by PMO.5;
- Travel costs incurred by external persons (experts and candidates) invited by the Commission and other European bodies to attend external meetings and/or interviews and/or medical examinations with a view to a possible recruitment;
- Contracts and Financial management.
We propose:
An interesting position as an Administrative Agent - Invoicing of the global envelope and travel agency in PMO.5.002, the Contracts and Financial management team, dealing with the invoicing of the global envelope and travel agency. Working under the supervision of an official or a temporary agent, the successful candidate will:
- Follow-up the weekly invoicing cycle with the travel agency approved for the European Commission. Process and follow-up "accepted/waiting" and "refused" invoicing files. Follow-up credit notes.
- Manage operational verifications of invoices and request for payments related to travel expenses, hotels, credit cards, missions and events, summits and/or conferences organised by the Cabinets and other VIP services.
- Manage operational verifications of requests for payment and reimbursement of representation expenses and internal meetings of Cabinets and other VIP services.
- Welcome and provide oral and/or written response to messages from mission managers (from PMO.5 and other Commission services) and other internal actors for questions relating to the invoicing with the travel agency, reimbursement of representation expenses.
- Provide customer support: communication with institutional colleagues, communication with external service providers, communication with staff on missions, financial authorising officers, travel agency (use of standard mail, communication by telephone, notes and e-mails).
- Use the IT management systems and databases inherent in the field and participate in the development of new working tools (IT and logistical support).
- Apply internal control standards.
- Contribute to the improvement of PMO’s communication, information, staff engagement and knowledge sharing.
Please note that, in 2024 a temporary task-force will be created in PMO to manage the end of service of Parliamentary Assistants. Successful candidates may be attached temporarily to this team offering them the possibility to discover a different angle of PMO activities.
Please be aware that the selection panel will be organised a few days after the closure of the vacancy.
We look for:
We are looking for a dynamic and motivated colleague. The ideal candidate will demonstrate very good organisational skills. He/she will be required to provide customer service with due regard for confidentiality. A sense of teamwork and collaboration is also essential as well as a strong ability to adapt to different situations.
In addition, he/she will demonstrate:
- good knowledge of the rules on administrative and budgetary management;
- good organisational and planning skills;
- ability to provide customer service;
- proven ability to take initiatives and propose pragmatic solutions;
- autonomy and pro-activity;
- good ability to communicate clearly and in a structured manner both orally and in writing with rigour and precision;
- ability to work under pressure when necessary;
- flexibility with regard to new requirements, procedures, technologies, and
- analytical capacity.
Please note that the PMO places great importance to customer service. The selected candidate is expected to be client-oriented and might be required, in the interest of the service, to work directly with customers, for instance, in front office team.
The main working languages of the unit are French and English, given our close interaction with Member States. A thorough knowledge of French and English is required.
Contacts:
Contact person: Valentin STOICA, Head of sector: tel. (+352) 4301 38291;
valentin [dot] stoica
ec [dot] europa [dot] eu (valentin[dot]stoica[at]ec[dot]europa[dot]eu)
How to apply
By the closing date for applications, candidates should send their application to: PMO-PUBLICATIONS-ACec [dot] europa [dot] eu (PMO-PUBLICATIONS-AC[at]ec[dot]europa[dot]eu)
Only applications fulfilling the following requisites will be considered:
- Subject of the email:
URNAME – Job Nr 427237 – PMO.5.002
(Please replace SURNAME with your first family name in capital letters) - CV and Motivation letter in a unique PDF document by using a PDF merger.
The name of the file must be:
SURNAME - Job Nr 427237 – Application
(Motivation Letters in different documents or in the email body won’t be taken into account) - Please avoid printed and scanned documents
Please send your CV preferably in Europass format including the following information at the end of the document:
- List of references: if available, please indicate the contact details of minimum two references for the most recent and/or most relevant professional experiences (Please ask consent of the person before disclosing their contact details).
- CAST: please indicate your Applicant No. as indicated in your EPSO account and the status of your CAST test (successful/not tested/failed)
Document: