Budget Coordination Officer

Contract type: Temporary agent

Directorate: Corporate Services Directorate

Group: N.A.

Grade: AD7

Level of Security Clearance: SECRET UE/EU SECRET

Management of staff: N.A.

Location: Brussels

Indicative starting date: 01/11/2026

Closing date for applications: 02/07/2026

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  • BACKGROUND THE AGENCY'S WAY OF WORKING THE CORPORATE SERVICES DIRECTORATE DUTIES ELIGIBILITY CRITERIA SELECTION CRITERIA APPOINTMENT AND CONDITIONS OF EMPLOYMENT FOR TEMPORARY AGENTS AT EDA INDEPENDENCE AND DECLARATION OF INTEREST EQUAL OPPORTUNITIES APPLICATION PROCEDURE DATA PROTECTION

1. BACKGROUND

The European Defence Agency (EDA) was established on 12 July 2004, and is governed by Council Decision (CFSP) 2015/1835 defining the statute, seat and operational rules of the European Defence Agency. The Agency has its headquarters in Brussels.

The main task of EDA is to support the Council and the Member States in their effort to improve the Union's defence capabilities in the field of crisis management and to sustain the Common Security and Defence Policy (CSDP) as it currently stands and as it develops in the future.

The Agency is structured into four directorates. The Corporate Services Directorate (CSD) and three operational directorates: Industry, Synergies and Enablers (ISE); Capability, Armament & Planning (CAP); Research, Technology and Innovation (RTI).

2. THE AGENCY'S WAY OF WORKING

The Agency is an “outward-facing” organisation, constantly interacting with its shareholders, the participating Member States, as well as with a wide range of stakeholders. It works in an integrated way, with multi-disciplinary teams representing all of the Agency’s functional areas, to realise its objectives. Its business processes are flexible and oriented towards achieving results. Staff at all levels need to demonstrate the corresponding qualities of commitment, flexibility, innovation, and team-working; to work effectively with shareholders and stakeholder groups, formal and informal; and to operate without the need for detailed direction.

3. THE CORPORATE SERVICES DIRECTORATE

The Corporate Services Directorate (CSD) provides critical business support to EDA operations by delivering high-quality corporate services under seven dedicated organizational elements, namely: Human Resources; Procurement and Contract Management; Finance; IT and Information Management, Security, Legal and Infrastructure. Additionally, the Record Manager is responsible for the effective management of information produced and/or received by the organisation.

CSD processes are geared towards efficient and optimal use of resources, leveraging good practice and technological solutions while ensuring sound financial management, transparency and accountability; outward focus and commitment to continuous improvement are the hallmarks of CSD.

4. DUTIES

We are looking for a dynamic, hands-on finance professional with a strong track record in budget planning, coordination and reporting. The ideal candidate combines a high level of compliance awareness with a service-oriented mindset and possesses in-depth expertise in the financial aspects of EU contract management and procurement. The role involves the coordination and implementation of financial activities within an assigned budget domain. The position requires a high degree of autonomy, a proactive and solution-oriented approach, and a strong commitment to delivering high-quality service.

Under the supervision of the Head of Finance Unit, the jobholder will be responsible for the day-to-day coordination, the execution of administrative and financial tasks related to the preparation and implementation of project agreements, procurement procedures and contracts managed by the Agency, as well as the establishment of policies, procedures &  work instructions and providing professional advice to colleagues in the assigned budget domain.

The Budget Coordination Officer’s main tasks within the assigned budget domain include:

  • Budget planning, implementation and reporting:
    • organize and prepare budget plans, including the management of the budget nomenclature management and budget inscription;
    • follow-up the implementation of budget plans, ensuring regular alignment with budget holders and project officers responsible;
    • prepare & initiate proposals for budget transfers and regularisations in coordination with relevant stakeholders;
    • coordinate and execute the budgetary closing process, including the preparation and implementation of carry-forward operations;
    • prepare formal and management reports on budget planning, implementation and closing, and ensure timely preparation of financial reports related to projects;
    • manage and oversee all financial aspects related to revenue collection operations;
    • ensure effective planning, monitoring and reporting of financial aspects linked to contracts, agreements and projects;
    • contribute to the preparation of the Annual Accounts in close collaboration with the Accounting Officer.
  • Financial operations, coordination and control:
    • coordinate day-to-day activities of Finance Unit colleagues supporting the assigned budget domain, providing guidance and support as needed;
    • monitor and steer the progress of financial transactions, ensuring timeliness, compliance and the implementation of corrective actions where necessary;
    • verify financial transactions in the Agency’s systems (including commitments, invoices, payments, revenue operations and de-commitments), ensuring their financial and procedural accuracy;
    • initiate financial transactions in the Agency’s systems when required;
    • ensure proper document management for all financial transactions and related reporting;
    • provide expert advice and day-to-day support on financial matters to colleagues.
  • Internal control and continuous improvement:
    • contribute proactively the strengthening of the internal control environment and the continuous improvement of financial processes;
    • develop and update supporting documentation (e.g. specifications, policies, procedures, work instructions, training materials and risk assessments) as required;
    • support the preparation and follow-up of audits (including ex-post verifications, internal and external audits), and contribute to the implementation of corrective actions;
  • Support the Head of Finance Unit in the coordination of Finance Unit activities and cross-Agency initiatives involving financial aspects.
  • Take on additional tasks as required in the interest of the service.

Duties may evolve according to development of the EDA’s structure and activities, and the decisions of EDA management.

5. ELIGIBILITY CRITERIA

To be considered eligible to take part in this selection procedure, on the closing date for the submission of applications candidates must satisfy all the eligibility criteria as specified below:

  • be a national of a Member State participating in the Agency;
  • be entitled to their full rights as citizens;
  • have fulfilled any obligations imposed on them by the laws concerning military service;
  • produce the appropriate character references as to their suitability for the performance of their duties (extract from the “judicial record” or certificate of good conduct will be requested prior to recruitment);
  • be physically fit to perform their duties;
  • have a thorough knowledge (minimum level C1 oral and written) of one of the languages of the participating Member States and a satisfactory knowledge (minimum level B2 oral and written) of another of these languages to the extent necessary to discharge their duties;
  • have no personal interest (financial, family relationship, or other) which could be in conflict with disinterested discharge of their duties within the Agency;
  • hold, or be in a position to obtain, a valid Personnel Security Clearance Certificate (national or EU PSC at SECRET UE/EU SECRET level). Personnel Security Clearance Certificate (PSCC) means a certificate issued by a competent authority establishing that an individual is security cleared and holds a valid national or EU PSC, and which shows the level of EUCI to which that individual may be granted access (SECRET UE/EU SECRET), the date of validity of the relevant PSC and the date of expiry of the certificate itself. Note that the necessary procedure for obtaining a PSCC can be initiated on request of the employer only, and not by the individual candidate;
  • have a level of education which corresponds to completed university studies attested by a diploma when the normal period of university education is four years or more, or a level of education which corresponds to completed university studies attested by a diploma and appropriate professional experience of at least one year when the normal period of university education is at least three years or be a graduate of a national or international Defence College; or where justified in the interests of the service, professional training of an equivalent level.

Only diplomas that have been awarded in EU Member States or that are the subject of equivalence certificates issued by the authorities in the said Member States shall be taken into consideration. In the latter case, the authority authorised to conclude contracts of employment reserves the right to request proof of such equivalence.

For diplomas awarded in non-EU countries, a NARIC recognition is required: https://www.enic-naric.net/

Qualifications/diplomas awarded until 31/12/2020 in the United Kingdom are accepted without further recognition. For diplomas awarded after this date (from 01/01/2021), a NARIC recognition is required.

For native English speakers, your ability to communicate in another EU language will be tested during the selection process. To assess your foreign language levels, see: https://europa.eu/europass/en/common-european-framework-reference-language-skills

6. SELECTION CRITERIA

A.Essential

(1)Professional

The candidate will be required to demonstrate that he/she has:

  • a University degree (or equivalent academic level degree) in corporate finance, accountancy, public administration, business administration, or another domain relevant to this post;
  • at least 4 years of relevant professional experience in the last 8 years (acquired after the award of the qualification required as a condition of eligibility), having the tasks described under ’DUTIES’ as principal tasks;
  • excellent knowledge and solid professional experience in applying EU financial regulations and in processing financial transactions related to EU contracts and procurement;
  • proven hands-on professional experience in organising and executing budget planning & budgetary year-end closing processes & reporting, preferably in an international public sector environment;
  • proven hands-on professional experience in audit preparation, follow-up and continuous improvement of financial processes;
  • excellent day-to-day coordination skills, demonstrated through relevant professional experience in the field concerned;
  • a very good command of written and oral English.

(2)Personal

All staff must be able to fit into the Agency's way of working (see para. 2). Other attributes important for this post include:

  • ability to coordinate tasks of a small team;
  • excellent customer service & organizational skills;
  • excellent communication and interpersonal skills;
  • strong sense of duty and responsibility;
  • ability to work effectively in a multinational and multicultural environment;
  • ability to determine priorities and strong orientation to results;
  • strong analytical and problem-solving skills;
  • accuracy and dependability;
  • ability to adapt to a quickly changing working environment;
  • genuine commitment to the Agency's objectives.

B.Desirable

The following will be considered an advantage:

  • solid professional experience in a similar coordination role in an EU Agency or EU Institution;
  • very good knowledge of, and hands-on experience with the use of SAP and/or Microsoft Dynamics, demonstrated through professional experience;
  • experience as a key user of Microsoft Power BI and/or SAP Business Objects;
  • advanced formal training in accountancy or corporate finance.

7. APPOINTMENT AND CONDITIONS OF EMPLOYMENT FOR TEMPORARY AGENTS AT EDA

EDA, whose staff are governed by its own Staff Regulations, offers specific conditions of employment with regards to contract duration and pension arrangements.

CONTRACT DURATION

The Budget Coordination Officer will be appointed by the Chief Executive. Recruitment will be as a member of the temporary staff of the Agency for a 4-year period. Renewal is possible only once for an additional period of 4 years, within the limits set out in the EDA Staff Regulations. The successful candidate will be recruited as Temporary Agent, grade AD7. In line with EDA's Staff Regulations, the Agency does not offer inter-Agency mobility.

FINANCIAL ENTITLEMENTS

The pay for this position consists of a basic salary of 7.876,27€ supplemented with various allowances including, as applicable, expatriation or family allowances. Successful candidates are graded on entry into service according to the length of their professional experience. Salaries are exempted from national tax, instead an Agency tax is deducted at source.

PENSION ARRANGEMENTS SPECIFIC TO EDA

Prospective staff members considering a career at the European Defence Agency (EDA) should be aware that EDA has its own pension provisions and is not part of the EU institutions' pension scheme (PSEUI).

In addition, EDA staff have several flexible options regarding their pension contributions at the end of their contract, under certain conditions, such as:

  • transfer to a public pension scheme;
  • transfer to a private pension scheme;
  • direct payment as a severance grant.

For further information on working conditions please refer to: https://eda.europa.eu/jobs/what-we-offer

8. INDEPENDENCE AND DECLARATION OF INTEREST

The selected candidate will be required to make a declaration of commitment to act independently in the Agency’s interest and to make a declaration in relation to interests that might be considered prejudicial to their independence.

9. EQUAL OPPORTUNITIES

EDA is an equal opportunities employer and accepts applications without distinction on the grounds of age, race, political, philosophical or religious conviction, sex or sexual orientation and regardless of disabilities, marital status or family situation.

10. APPLICATION PROCEDURE

Applications are invited with a view to establish a reserve list for the post of Budget Coordination Officer at EDA. This list will be valid until 31/12/2027, and may be extended by decision of the Chief Executive. During the validity of the reserve list, successful candidates may be offered a post in EDA according to their competences in relation to the specific requirements of the vacant post. Inclusion on the reserve list does not imply any entitlement of employment in the Agency.

Candidates must submit their application electronically solely via the EDA website. Applications by any other means (hard copy or ordinary e-mail) will not be accepted. Applications must be submitted no later than midnight. Candidates are reminded that the on-line application system will not accept applications after midnight (Brussels time, GMT+1) on the date of the deadline. Please note that once you have created your EDA profile, any correspondence regarding your application must be sent or received via your EDA profile. For any prior enquiry, please refer to the FAQ (Frequently asked questions) section, or send an e-mail to recruitment@eda.europa.eu.

When applying, candidates from Ministries of Defence or other governmental entities are encouraged to inform their national administration.

A selection panel will be appointed. Please note that the selection panel's internal proceedings are strictly confidential and that any contact with its members is forbidden. Each application will be screened based on the requirements of the job profile stated in the vacancy notice. The most suitable applicants will be called for an interview and a written test. Candidates may also be requested to take part in an assessment centre, participating in a number of individual and group activities related to the competences required for the post.

EDA will not accept any phase of the selection & recruitment process prepared or assisted, in whole or in part, by means of generative artificial-intelligence (AI) tools, including and without limitation to chatbots, such as Chat Generative Pre-trained Transformer (Chat GPT), or other language generating tools. EDA reserves the right to screen applications to identify the use of such tools. All applications prepared, in whole or in part, by means of such generative or creative AI tools may be rejected without further consideration at EDA’s sole discretion, and EDA reserves the right to take further steps in such cases as appropriate.

If recruited, candidates will be requested to supply documentary evidence in support of the statements made in their application. They should not send any supporting or supplementary information until asked to do so by the Agency. Candidates are advised that part of the recruitment process includes medical analyses and physical check-up with the Agency’s Medical Adviser.

At Impactpool we do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.