International Iberian Nanotechnology Laboratory Careers

Project Finance Management Assistant

Job Reference: Ref.10.24.55

Employer: International Iberian Nanotechnology Laboratory (INL)

Location: Braga, Portugal

Group/Unit: Project Finance Management Office

Number of Vacancies: 1

Employment Type: Full time

Contract Duration: 12 months

Open Date for Applications: October 22nd, 2024 

Closing Date for Applications: November 12th, 2024, 23h00m (Lisbon Time)

Key words: #organisationalskills #communicationskills #administration #management

#projectmanagement #europeanfundedprojects

Overview

The Project Finance Management Office is responsible for all financial matters related to management of funded research projects (European Regional Structural Funds and European Commission funded projects), including, but not limited to, budget preparation, cost allocation, financial management and reporting, ensuring the compliance with the rules of the different funding programs and regulations.

We are looking for a Project Finance Management Assistant to join our team in the development and implementation of appropriate policies and procedures under different public funding programs.

Job Duties

The job duties will be the following:

• Assist in the application of financial policies and procedures to ensure the effective and smooth operation of the PMFO and research projects;
• Help ensure all financial activities comply with institutional guidelines and funding requirements;
• Assist in tracking and monitoring the financial progress of ongoing projects, ensuring accurate financial data is captured and updated regularly;
• Help prepare financial progress reports and updates for project teams, highlighting key financial changes and updates;
• Work closely with project teams to support regular budget updates, ensuring that expenditures align with the planned budget;
• Assist in preparing financial reports for various funding authorities, ensuring they meet all required deadlines and regulations;
• Maintain organised and accurate financial records, ensuring compliance with different funding program rules and audit requirements;
• Help process reimbursement claims, checking that all necessary documentation is accurate and complete before submission;
• Support the financial team in communicating with external project partners, answering basic inquiries regarding cost eligibility and reporting requirements;
• Assist in overseeing the submission and tracking of timesheets for project personnel, ensuring they are completed accurately and on time;
• Help verify and update timesheet records to ensure consistency with project work and financial reports.

Mandatory Qualifications

Education

• MSc in Business Administration, Economics, Management, Accounting, Public Administration or related fields

Experience and Technical Skills

• Prior experience or internships in financial support, accounting, or administrative;
• Understanding of relevant EU funding or nationals structural Funds, rules and guidelines is a plus.

Other Skills

• Proficiency in MS Excel and financial software tools.

Personal Skills

• “Hands-on” approach together with a high commitment in respecting working deadlines and support multiple tasks;
• Problem Solving ability;
• Customer orientation;
• Ability to work independently and as team player;
• Strong attention to detail and organisational skills.
• Good communication skill;

Our Benefits

• Competitive salary;
• Tax benefits and other Diplomatic privileges;
• Private health insurance;
• Family allowances (according to family situation);
• Free nursery service at INL premises (subject to availability);
• Support for education fees of dependent children;
• Relocation support;
• 30 working days of annual leave.

How to Apply

The application must be in English and include the following mandatory documents:

a)     Cover letter

b)     Curriculum Vitae

c)      Academic and/or Professional diplomas

Online application instructions:

1. The application is made online by clicking the “Apply” button;
2. The candidate must complete all required sections of the online application form;
3. The candidate must submit the mandatory documents mentioned above in pdf format by including them in the “Additional files” section using the “Add portfolio” button.

Important note:

Incomplete applications including the failure to provide mandatory documents or providing inaccurate information will result in the application not being considered.

How the Selection Process works
 

A. Applications eligibility check

This stage will be carried out on the basis of the mandatory requirements, education, experience and technical skills defined for the job, as well as the validation of the mandatory documents. Only candidates who meet the eligibility criteria will move forward to the next stage.

B. CV Assessment

The Selection Committee will evaluate the eligible applications based on their CV and other submitted documents and the suitability for the position. The best ranked candidates will be shortlisted for the interview stage(s).

C. Interview(s)

The interview(s) may be done in different formats: video recording, online or onsite.

The question based interview will evaluate the match between the candidate’s profile and the requirements for the position, including the technical and personal skills. To better support this stage, the candidate may be requested to prepare a short presentation.

D. Nomination

The selected candidate will be nominated and formally offered the position, including the disclosure of the contractual conditions. 

Additional Information

Application feedback

We highly value your interest in becoming part of the INL experience and it is important for us to maintain good communications with all candidates. No matter the outcome of your application, we will always provide you with feedback.

Equal Opportunity and Non-Discrimination Principle

INL follows a non-discrimination and equal access principle, wherefore no candidate can be privileged, benefited, impaired or deprived of any rights whatsoever, or be exempt of and duties based on any possible discriminatory issues.

The advertisement deadline may be extended at any time without previous notice in order to improve the suitability and effectiveness of the recruitment process.

About INL

The International Iberian Nanotechnology Laboratory – INL (http://www.inl.int), is the first and only Intergovernmental Organisation in the world entirely focused on Nanoscience and Nanotechnology.

It was founded under an international legal framework to perform interdisciplinary research, deploy and communicate nanotechnology for the benefit of society. INL aims to be a recognised leading global nanotechnology innovation hub.