Head of the Budget Service

Description

Head of the Budget Service in the Finance, Planning and Controlling Department, Directorate of Internal Services.

Duties

Under the direct authority of the Head of the Corporate Planning, Budget and Controlling Division in the Finance, Planning and Controlling Department, the Head of the Budget Service is responsible for the coordination and consolidation of resource planning and related monitoring and reporting at Agency level for all ESA programmes/projects/activities in support of informed decision-making, with a focus on the current year and the following year. You will be responsible for the preparation of the Agency’s budgets and for contributing to improvement of the Agency-wide multi-year planning policies, methods, regulations, processes and tools.

Responsibilities include:

• contributing to the formulation of Agency-wide policies, methods and standards for planning, monitoring and reporting, covering ESA programmes/projects/activities, and related periodic reporting to Member States, in coordination with SFCs;
• supporting continuous improvement of controlling processes and tools, in particular through harmonisation and digitalisation efforts;
• planning annual contributions due from Member, Associated and Cooperating States in consultation with them and reporting on the status of their obligations;
• consolidating and assessing the Agency multi-year income plans and providing analysis of Member States’ affordability, providing related reporting and submitting related decisions to the Executive Board and Member States as required;
• coordinating the preparation of the annual budgets in close cooperation with AFC delegations and with the Legal Affairs service, including the preparation of all supporting documents;
• preparing in-year budget revisions, submitting them for decision as required, and supporting the Income Management Section for the preparation of the annual decision on adjustments of contributions;
• supporting the preparation of Council meetings at ministerial level, in particular by managing the subscription process, and supporting the directorates in the preparation of the financial aspects of programme proposals and resolutions;
• managing the backdating exercise and preparing the annual report on the evolution of the programmes’ cost-at-completion to AFC;
• coordinating the end-to-end process for the closure of optional programmes in close collaboration with the directorates, the Industrial Policy service and the Accounting Division;
• coordinating the support provided by the Division to the interim and end-of-year closure of the Agency’s accounts.

Responsibilities related to the directorates assigned to the Budget Service include:

• performing directorate-specific corporate controlling tasks, which include the assessment of plans, monitoring of approved plans and recommending corrective measures to address major deviations from approved plans;
• applying commitment ceilings in line with confirmed funding from Member States and other partners for programmes and internal agreements for other activities;
• providing a single interface to and supporting the directorates for all planning and controlling matters following related decisions at programme board level, ensuring close collaboration with the SFCs and their teams;
• supporting the conduct of integrated project reviews, resource assessments and follow-up activities;
• contributing to the workforce management process by providing planning information regarding workforce needs and supporting the Workforce Management Office (HIF-W) in setting targets.

Technical competencies

Behavioural competencies

Result Orientation　
Operational Efficiency　
Fostering Cooperation　
Relationship Management　
Continuous Improvement　
Forward Thinking

Education

A master’s degree is required for this post.

Additional requirements

You should have extensive experience of finance and controlling in industrial, technical, scientific or international organisations. You must also demonstrate excellent knowledge of budgeting and finance, as well as cost and schedule management skills. Familiarity with the programmatic and legal frameworks of ESA’s programmes and experience in interacting with Member States and ESA boards and committees would be a distinct asset.
Strong conceptual, analytical, interpersonal, (written and verbal) communication, negotiating and coordination skills are required.
In addition, you should have:

• the potential to manage individuals or a team of experts in a project or R&D setting and the ability to organise their activities;
• strong leadership capabilities, with proven relationship management and communication skills;
• the ability to drive your team’s performance, developing your people by encouraging learning, delegating responsibility and giving regular and constructive feedback;
• strong problem-solving skills to deal with day-to-day operational challenges, together with demonstrated planning and organisational skills;
• a strong result orientation with the ability to set priorities and present practical solutions both orally and in writing;
• the ability to manage challenging situations proactively and constructively and to be customer focused;
• the ability to represent the Agency in interfaces with industry and government agencies.

Previous people management experience is an asset, as is international experience, i.e. outside your home country, and experience in diverse functional areas relevant to the activities of ESA.