The EIB, the European Union's bank, is seeking to recruit for its Secretariat General (SG) – Group Strategy Department (GS) – Planning Budget and Analytics Division (PBA) - Management Accounting Unit (MA), at its headquarters in Luxembourg, a (Associate) Time Recording Officer. This is a full-time position at grade 4/5.
The term of this contract will be 4 years.
Panel interviews are anticipated for end of July.
The EIB offers fixed-term contracts of up to a maximum of 6 years, according to business needs, with a possibility to convert to a permanent contract, subject to organisational requirements and individual performance.
The Planning, Budget and Analytics Division is part of the Group Strategy Department and has responsibility for tasks relating mainly to operational planning and business performance analysis and reporting, budgeting, time recording, and costing.
To develop and manage the Bank’s Time Recording system (currently Time & Labor; T&L) as well as related policies, processes, analysis and reporting in order to contribute to the overall execution of the EIB management accounting functions.
As the (Associate) Time Recording Officer (internally referred to as (Associate) Analyst Planning & Budgeting), you will report to the Head of Management Accounting Unit (MAU) and co-operate closely with the rest of MAU staff. In addition, you will collaborate with the Bank-wide community of time recorders, the relevant members of internal coordination teams, and the colleagues in charge of Time Recording at the EIF.
Ensuring that Time Recording policies and procedures as well as system, processes, and reporting deliver maximum effectiveness in tracking Bank-wide operational workload and in contributing to measurement and control of Bank’s products’ costs, notably by:
- Proposing improvements to and implementing Time Recording policies, processes, procedures, support and control systems, IT systems, methodologies and working tools
- Drafting and updating Time Recording System user guidelines, documentation, and other training material
- Implementing and managing specific initiatives/projects/improvements in time recording domain
- Proactively detecting potential for improvement or unexpected issues in T&L, providing specifications to IT to implement the improvement or fix the issues, contributing to the design of the solution and driving the verification and validation steps
- Collaborating, where applicable, on the above-mentioned topics with colleagues in charge of Time Recording at the EIF (T&L system being shared and co-managed by EIB and EIF)
- Providing support in drafting of specific (Directorate level) Time Recording guidelines
- Developing, maintaining and improving the communication with the Bank’s coordination teams and time recorders
- Dealing with enquiries from stakeholders (time recorders, coordination teams, auditors, etc.) and providing solutions
- Preparing management reports on time records: analysing results and presenting relevant information for decision-making
- Ensuring day-to-day availability of the Time Recording system
- Monitoring quantity (completion ratio) and quality of T&L records
- Adjusting T&L to mirror changes to organisational structures, thus following reorganisation processes to ensure availability of appropriate T&L products/activities to time recorders and to revise T&L reports to mirror such organisational changes
- Reviewing T&L reports and tailoring them according to needs/specifications when requested
- Supervising work of PBA Administrative assistant performing Time Recording related tasks such as responding to requests received in T&L mailbox (creation of products, unfreezing timesheets…) or classification of emails of request and additional documentation on new products in GED
- Ensuring awareness of latest developments in time recording domain
- University degree, preferably in Business administration, Finance or Accounting or any related fields.
- Minimum 3 years’ of relevant experience ideally in Financial Planning and Analysis, Management Accounting, and/or Coordination functions, or functions covering related areas
- Previous experience with time recording systems (Time & Labor or similar) and processes at the EIB or elsewhere would be a distinct advantage
- Previous experience in administration of corporate systems with a large user base would be an advantage
- Excellent written and verbal communication skills
- Good knowledge of the Bank’s organisation and activity would be an advantage
- Knowledge of relevant software (e.g. Notes, SAP Business Objects, PeopleSoft FIN, SERAPIS, ASApp, Mandate Inventory/MMS) would be an advantage
- Solid knowledge of the Bank’s standard office tools, notably Excel; knowledge of Access or Visual Basic macros would be an advantage
- Excellent knowledge of English and a good knowledge of French (*). Working knowledge of any other EU languages would be an advantage
(*) There may be certain flexibility on this requirement, but limited to particularly suitable candidates who may not yet be proficient in French. If selected, such candidates will be hired on the condition that they build up rapidly knowledge of French and accept that their future career in the EIB may be subject to the attainment of sufficient proficiency in both of the Bank's working languages
We are an equal opportunity employer, who believes that diversity is good for our people and our business. As such, we promote the inclusion of suitably qualified and experienced staff without regard to their gender, age, racial or ethnic origin, religion or beliefs, sexual orientation/identity, or disability (*).
By applying for this position you acknowledge the importance of maintaining the security and integrity of the Information of the EIB Group. In case of selection for the position you agree to comply with all measures (policies, controls, document classification and management) implemented by the EIB Group to prevent unauthorized disclosure of any information or any damage to the EIB Group reputation.
Deadline for applications: Friday, 3rd July 2020
(*). We particularly welcome applications from women and persons with disabilities.