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Joboffer number #45670

ICT Finance, Procurement, and Asset Manager

CV Market client
Job ad expired!

Darba sludinājuma numurs #45670

CV Market client
Darba sludinājuma termiņš beidzies!

Job ad expired!

Job Description

1. Purpose of the post

The Information Management and Technology Department (IMT) is responsible for developing, delivering and maintaining information management and communication technology capabilities that ensure enhanced criminal information exchange between Member States.

The post-holder is responsible for all activities related to financial, procurement, and asset management of the Europol ICT function, in coordination with the relevant corporate functions. He will be assisted in his responsibilities by a team of three administrative assistants and one stock manager.

2. Tasks and Responsibilities

Supported by his/her team, the successful applicant will have the following main tasks and responsibilities:

  • Facilitate the ICT financial planning in conformity with the budget planning cycles of the organisation;
  • Perform continuous ICT budget monitoring and forecast revisions;
  • Produce financial overviews to ICT management on a regular basis and on demand;
  • Assist with financial insight and forecast information ICT managers and budget owners in their responsibilities as authorising officers for ICT spend;
  • Assist ICT management in the reporting on financial results and in preparing for financial audits;
  • Facilitate, support, and quality control all activities related to the procurement of ICT assets, following the Europol procurement rules and liaising with the appropriate stakeholders, technical experts, and corporate functions;
  • Monitor the delivery of ICT supply contracts, and proactively address issues related to quality of service, compliance to administrative procedures, and financial impact;
  • Maintain relationships with ICT supplier account managers for all matters related to the administrative aspects of the supply contracts;
  • Monitor expiry dates of supply contracts and timely initiate the actions needed to renew, extend or replace expiring contracts;
  • Verify invoices and support their approval process;
  • Ensure the proper end-to-end execution of all asset management responsibilities pertaining to the ICT Infrastructure and Operations Unit, including ICT asset registration, tracking, and disposal;
  • Manage the in-house stock of ICT equipment to keep it always at optimal levels, considering all of the applicable financial and operational criteria and constraints;
  • Manage and closely monitor the inventory of software licences for optimal cost efficiency;
  • Maintain and organise all the documentation related to ICT financial, procurement, and asset management, including commercial correspondence with suppliers, so as to guarantee its easy accessibility and retrieval over time;
  • Stay familiar with the dynamics of the market and market trends of ICT products and services so as to be able to supply ICT decision makers with costing and other relevant financial insight as needed;
  • Develop and maintain cost models, benchmarks, and balanced scorecards in order to monitor the evolution of the ICT spend over time, allow for scenario analysis of options, and facilitate decision-making at various levels;
  • Analyse the cost structure in the area of ICT infrastructure and operations, identify opportunities for financial efficiency gains, liaise with relevant stakeholders, then define and promote initiatives and action plans to realise the benefits;
  • Manage and supervise the administration team, including line management activities such as performance assessments, professional development planning, identification of training needs, coaching and quality control of deliverables.


3. Requirements

3.1 General requirements (article 24 of Staff Regulation)
The post holder must:

  • be a national of one of the Members States of the European Union and enjoy full rights as a citizen;
  • have a good knowledge of at least two official EU languages, including excellent English oral and writing skills;
  • have completed a university degree or master degree, preferably on IT and/ or financial subjects.

The post holder should have:

a. Professional experience:


  • minimum 6-8 years of work experience in ICT, finance, and/or procurement positions;
  • minimum 2 years experience in a role with a mix of direct responsibilities comparable to those applicable to the post, practised in a medium-to-large size IT organisation;
  • proven experience with IT financial budget planning and execution monitoring;
  • familiarity with public-sector procurement rules;
  • experience in dealing with ICT vendors and suppliers;
  • line management experience.


  • work experience in an organisation characterised by complex governance, regulatory requirements and constraints;
  • work experience in a multi-disciplinary, multi-cultural, and international environment;
  • experience in EU public sector tenders.

b. Professional knowledge:


  • broad working knowledge of information and communication technologies, including software, servers, desktops, networking, and telecommunication services;
  • deep general financial management knowledge, including methods and best practises for budget planning and forecasting, monitoring, and reporting;
  • sound knowledge of the ICT market landscape, including key vendor and supplier profiles, market trends, cost models and sourcing options;
  • proven professional expertise in standard commercial practices for the procurement of ICT products and services, including the processes related to requests for offer, purchase orders, billing, invoice processing;
  • proven experience in writing also complex IT procurement tenders for technical equipment, supplies and IT services;
  • sound competence in cost modelling of ICT infrastructure and operational elements;
  • knowledge and experience in ICT asset management processes and their relationship with financial asset management;
  • competence to develop and maintain also complex financial spreadsheets with Microsoft Excel.


  • ITIL certification from an accredited institute;
  • expertise in IT stock management;
  • knowledge of European Commission financial and procurement regulations;
  • experience in total cost of ownership analysis of ICT solutions, components, or service.

c. Professional skills and competencies:


  • strong organisational skills, with good personal insight, tact, and ability to foster teamwork and collaboration across different units in a diverse organisation, subject to strict regulatory requirements;
  • self-starter and self-motivated;
  • constructive leadership and results orientation, ability to drive changes;
  • excellent communication, documentation, and presentation skills, ability to communicate and listen effectively within all levels of the organization, including executive management and external suppliers;
  • have good organisational and analytical skills;
  • display high standards of professionalism;


  • ability to promote the new role, to position and establish it as a key supporting player in relevant IT and finance processes, including IT strategy development, IT planning, IT architecture development, and solution design;
  • management of diverse work-forces in multi-national public-sector organisations.

Company offers

4. Salary

Scale: 6
The basic salary is EUR 5,736.61 (tax deductions and social contributions within Europol amount to approximately 15 – 20 %)

In addition, when relevant, family allowances can be granted:

  • 5% of the basic salary – household allowance;
  • EUR 284.20 (net) - per dependant child;
  • EUR 926,77 (net) – expatriation allowance

Additional benefits (annual trip home, education, rent and other allowances, excellent health insurance, etc.)
Social contributions and taxes have to be deducted from the above mentioned amount.

Additional information

5. Additional Information
5.1 Main dates:
Deadline for application: 22 September 2008
Recruitment procedure: 13 and 14 October 2008
Starting date of employment: As soon as possible
5.2Contact Details:
Should you have further questions on the details of the above position, or should you require any guidance on completing the application form please consult the EUROPOL RECRUITMENT GUIDELINES on or call +31 (0) 70 302 5298 or +31 (0) 70 353 1628.

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Darba sludinājuma numurs
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ICT Finance, Procurement, and Asset Manager
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