Relaunch Director of Administration Ref UfMFT202511

Job Title: Director of the Administration Department

Ref.: UfM/FT/2025/11

Location: Barcelona (on-site)

Department: Finance Legal & Administration Department

Reports to: Deputy Secretary General Administration

Deadline to apply: XX October 2026 (midnight Central European Summer Time CEST GMT/UTC2)

Staff category and conditions:

• Post Classification: CS1.1Step 1 ( Director)
• Annual Gross Salary: 95198
• Contracted Staff as per UfM Staff Regulations and Implementing Rules
• Fixed-term contract of 3 years as per Staff Regulations and Implementing Rules of the Staff Regulations 6 months probation period

Official Call and application: The information below summarises the main responsibilities and requirements of the position. The complete and official Call for Candidatures including the full Job Description eligibility conditions and application instructions is available on the UfM website: Director of Administration is responsible for the overall leadership and effective performance of the Administration Department in accordance with Section IX of the Statutes of the Secretariat. The role ensures that the organizations accounting systems financial and procurement processes and reporting mechanisms meet the highest standards of accuracy compliance and transparency applying deep technical and procedural expertise in line with institutional regulations delegated authorities and internationally recognised financial and accounting standards. The Director provides strategic leadership to the departments core functionsFinance Central Support Services (CSS) Contracts and Procurement Grants & Funds Management and Information Technologyensuring that each team delivers professional efficient and mission-aligned support services across the UfM. The Director of Administration reports directly to the Deputy Secretary General of Administration and is a member of the UfM Management Committee.

PRIMARY RESPONSIBILITIES

• Lead the development implementation and monitoring of comprehensive financial strategies policies and procedures in line with organizational goals EU financial regulations international accounting standards (e.g. IPSAS) and donor requirements.
• Oversee all financial operations including budgeting forecasting financial reporting accounting treasury management payroll and procurement.
• Provide strategic financial analysis and advise senior management on administrative financial and institutional risks; governance frameworks; internal control systems; and resource allocation to support informed decision-making.
• Define the departments work programme in collaboration with the various Units ensuring alignment with the UfM strategy.
• Ensure that the Department has the appropriate resources and people to implement its activities and achieve organizational goals.
• Oversee the organizations financial management ensuring accuracy compliance and integrity in all accounting operations in accordance with applicable regulations and internal governance frameworks.
• Ensure the implementation of agile processes and digital tools within the department fostering a culture of continuous improvement to effectively support the organizations activities.
• Drive continuous improvement of financial workflows procedures and systems to maintain operational excellence.
• Act as the UfM Accounting Officer and ensure the accuracy completeness transparency and integrity of financial operations accounting systems and institutional reporting in accordance with applicable institutional rules and internationally recognized accounting standards.
• Ensure that the IT infrastructure and up-to-date technology meet the organizations needs and that ICT operationsincluding maintenance of information systems infrastructure management helpdesk coordination and security coordinationare implemented.
• Ensure that the CSS Unit provides agile support to all departments and divisions in logistics event coordination mission management and facility operations ensuring a functional and safe workplace.
• Report regularly to the Secretary General including on the implementation status of ongoing projects and provide strategic briefings and policy inputs on administrative financial and governance matters.
• Actively participate in the Management Committee and provide all required information and input.
• Carry out any other duties assigned by the Deputy Secretary General including representing them in meetings and conferences preparing notes talking points or speeches and undertaking any other tasks within the scope of your competencies.
• Engage with Member States donors auditors and other institutional bodies on financial and administrative matters and represent the UfM at senior-level institutional meetings and forums.
• Ensure performance management of teamsFinance CSS Contracts and Procurement Grants & Funds Management and ITby setting objectives for direct reports and evaluating their contributions to departmental goals.
• Motivate and support team development by promoting training and professional growth opportunities within the organization.
• Act as a driver of change within the organization.

ROLE REQUIREMENTS:

Eligibility:

• Be a national of a UfM Member State ( Background:
  • Master degree in Business Administration Finance Accounting Economics or any related fields.
  • Professional accounting qualification (e.g. ACCA CIMA CPA Certified Public Accountant) is highly desirable.

  Experience & Knowledge

  • A minimum of 16 years of progressively responsible professional experience relevant to the duties of the position including at least 8 years in senior managerial or leadership roles overseeing administrative services financial operations or corporate services with direct line-management responsibility for multidisciplinary teams and accountability for complex budgets.
  • Management: Demonstrated experience in managing administrative services including budget responsibility with a strong grasp of institutional governance and internal control frameworks in managing complex budgets and financial reporting for institutional donors
  • Experience with audit management and risk assessment.
  • Accounting Expertise: Proven in-depth technical knowledge of accounting principles and procedures (e.g. Generally Accepted Accounting Principles IFRS and or/IPSAS) including oversight of accounting systems validation of financial processes accounting policies and preparation of financial statements ensuring compliance with applicable accounting standards and institutional rules.
  • Audit & Risk Management: Experience with audit management and risk assessment.
  • Institutional & EU Financial Knowledge (Highly desirable): Experience working in EU institutions or Agencies with familiarity in EU financial systems programme structures and financial management standards

  Desirable Experience & Knowledge

  • Experience working in an EU institution or agency an international organisation or a comparable public-sector or institutional environment.
  • Knowledge of and/or practical experience applying PRAG is highly desirable.
  • Experience overseeing multidisciplinary corporate functions such as contracts and procurement grants and funds management IT logistics facilities or event management is highly desirable.
  • Knowledge and/or work experience in Mediterranean countries is an advantage.

  Competencies:

  • Communication & Institutional Representation: Excellent communication and interpersonal skills with the ability to represent the organisation at senior levels engage effectively with institutional stakeholders and promote a culture of accountability and service excellence.
  • Analytical & Decision-Making Skills: Strong ability to assess complex financial data exercise sound judgment support high-quality financial reporting and decision-making.
  • Leadership and people management skills: ability to give directions take decisions manage and motivate people effectively
  • Planning and organizational skills;
  • Service-oriented and results-driven attitude**.**

  Additional desirable experience and competencies:

  • Knowledge and/or work experience in Mediterranean countries is an advantage

  LANGUAGES SKILLS REQUIREMENTS:

  Minimum Requirements: Ex...