The Financial Mechanism Office (FMO)

Scope Grants Management Systems As a Junior Officer you will work in the Grants Management Systems Unit (GMS), a team whose main responsibilities are managing the development and user support for our grants management IT system named GrACE; and information management in the FMO. GrACE is an acronym for Grants Administration and Collaboration Environment. GrACE is a documentation, information, reporting and business process system which is custom designed for the EEA and Norway Grants. GrACE is used daily by over 1000 users in 20 countries around Europe. The system is designed and planned by the FMO with the collaboration of an external software company for development and maintenance services. The team’s tasks include project management, analysis, implementation, testing, quality control and continuous maintenance of GrACE. Information Management at FMO covers the lifecycle of information across all formats and systems. This work area includes document and records management, archives, and the development and maintenance of collaboration tools such as SharePoint and Teams within Microsoft 365. Additionally, there are new initiatives related to artificial intelligence, data protection, digital archives, and digital preservation done in cooperation with the EFTA Secretariat. The GMS Unit is also responsible for several other central systems, such as a central planning calendar, support portals for various topics and a tool used for banking integration. The GMS unit does not perform general IT tasks, as the FMO receives IT equipment and support from EFTA IT. The GMS Unit prides itself on giving personal and quality support responses to users of the systems. This also includes analysing the support questions and improving GrACE where it would be beneficial to do so. The GMS Unit is the liaison between all the various departments in the FMO with an overview of all tasks and functionalities, and tailors GrACE and the information management systems to work optimally for both the FMO and all the users externally. You will be reporting to the Head of the GMS unit and working closely with the Information Management Officer. You may be asked to travel occasionally within Europe. Tasks The main tasks of the Junior Officer GMS will include: Offering support to the users of the grants management and records management systems including problem analysis and follow-up; Supporting application management of the grants management and records management and archiving systems; Liaising with stakeholders and gathering requirements; Providing training to the users of GrACE, and the information management system both within the organisation and for external users; Contributing to ensure that the organisation has a modern, efficient, and user-focused grants management and records management systems; Creating user manuals, preparing documentation, presentations and training material; Supporting archival processing and description digital records; Supporting decommissioning legacy systems and disposing of their information; Assisting in other IT related tasks as needed. Qualifications : A university Master’s degree, preferably in Information Technology, Information Management, Computer Science or a related discipline. Lack of Master’s degree in the desired field can be compensated by equivalent work experience.