Head of Administration and Finance
The Head of Administration and Finance is a key middle manager in the IMI2 JU organisation, reporting directly to the Executive Director who remains ultimately responsible for the day-to-day management of the Joint Undertaking and in charge of the overall administration of the IMI Programme Office.
The Head of Administration and Finance leads an international and multi-disciplinary team of around 15 people in the Administration and Finance Unit.
He/she coordinates the following services:
§ human resources, management of staff and division of tasks among staff members;
§ budget, finance and procurement;
§ legal and intellectual property (IP);
§ information technology;
§ ex-post audits of beneficiaries of IMI funding and EFPIA companies’ in-kind contributions;
§ office management.
The Head of Administration and Finance is in charge of the organisation and work procedures of the above services managing them in an efficient and cost-effective manner. He/she is responsible for the smooth management of the unit, contributing to the definition of its missions and work programme, allocating resources accordingly, and representing the unit in meetings with internal and external stakeholders.
The jobholder is also a key member of the IMI Management Team and works closely with the Head of Scientific Operations and Head of Communications and Institutional Relations.
He/she is a key player in promoting a results-oriented, open and collaborative working culture at IMI2 JU.
The tasks of the Head of Administration and Finance will include, amongst others, the following:
§ 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 objectives assigned;
§ manage the budget, finance, procurement, legal, human resources and IT functions of IMI2 by developing, implementing and monitoring strategies, policies, rules and processes in the unit, in line with the IMI’s mission and objectives, as well as the EU Financial and Staff Regulations;
Budget and finance:
§ develop and maintain the sound financial management of the organisation to ensure the regularity and legality of the financial transactions in accordance with the IMI2 JU Financial Rules;
§ coordination and finalisation of the Annual Work Plan (AWP) with specific input on budget, human resources requests and other administrative aspects;
§ coordinate the overall IMI 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, providing support to users of the common financial management and accounting systems (ABAC), managing the budgetary procedure,
§ implementing as Authorising Officer by delegation (unlimited) financial transactions (commitments, payments, recovery orders and performing financial controls (initiation, ex-ante, ex-post);
§ 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;
§ develop relevant guidelines and manuals of procedure for staff on financial circuits;
§ supervise and manage the overall planning and reporting on procurement needs, based on Units’ inputs and needs;
§ carry out ex-ante checks before contract notices are published.
Legal and intellectual property (IP):
§ ensure that all legal affairs are well managed and procurement procedures, grant agreements and contracts are legally sound.
Human resources (HR):
§ coordinate the JU’s human resources management and staff policies;
§ issue HR guidelines and policy actions;
§ oversee the implementation of efficient recruitment procedures in relation to the strategic implementation of the Staff Establishment Plan;
§ support the management of staff conflicts;
§ 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;
§ interact with the Common Support Centre (CSC).
Coordination, support, planning and reporting:
§ assist the Executive Director in the management of IMI2 JU by providing him with sound advice on administrative, legal and financial matters, and by contributing to the overall strategy and policies;
§ ensure a regular reporting to the Executive Director and relevant supervisory bodies, including the IMI Governing Board, the European Commission, the European Court of Auditors and the budget authorities (European Parliament, Council) on the progress of the work under his responsibility;
§ liaise with the Members of the Joint Undertaking, EU institutions, other Joint Undertakings and external partners on all matters falling under the above portfolio;
§ oversee, in collaboration with the Management Team, the timely preparation of the Annual Work Plans, where appropriate with the support of dedicated project teams;
§ be in charge of and responsible for risk management and internal control, coordinating the preparation of the Annual Activity Report (AAR);
§ provide critical input into how IMI2 JU develops both strategically and operationally as an organisation.