Expenses Technician

Vall-D; Barcelona; On-site; EUR 32,000 - 42,000; Full time

Benefits offered by this job

VHIR public sector environment

Dynamic scientific environment

Continuous learning and career growth

Flexible working hours

23 days annual leave + 9 personal days

Flexible remuneration programme

Job summary

Fundació Hospital Universitari Vall d'Hebron - Institut de Recerca (VHIR) is seeking a financial administrator to support expenditure management and invoice processing within the Economic Management Unit. The role involves handling expense claims, purchasing invoices, and assisting with fixed asset accounting in a collaborative, research-focused environment.

You will work closely with researchers and project coordinators, ensuring accurate financial records and timely responses to queries during

Qualifications

• Higher vocational qualification in administration, finance or a related field.
• Professional proficiency in Catalan, Spanish and English.
• At least two years’ experience in an administrative role.
• Basic knowledge of clinical trial invoicing.
• Basic knowledge of accounting and taxation.
• Ability to manage periods of peak workload and communicate proactively with colleagues.

Responsibilities

• Expense management: Support the management and processing of expenditure transactions, including matching invoices to purchase orders, processing expense claims and settlements, and handling other expense-related charges.
• Account management and financial support: Assist researchers with the management and monitoring of their accounts, ensuring that relevant financial information and supporting documentation are properly recorded and kept up to date.
• Administrative and accounting processes: Prepare, review and organise documentation relating to fixed asset management procedures, and support the accurate recording of financial transactions in the relevant financial management systems.
• Coordination and communication: Maintain regular communication with researchers, project coordinators and other internal and external stakeholders to respond to queries, follow up on outstanding matters and ensure the smooth running of expenditure management processes.
• Monitoring and team support: Monitor outstanding invoices and other expenditure-related tasks, assist in resolving discrepancies and provide support to the management team, particularly during periods of peak workload.

Job description

The Economic Management Unit forms part of the Financial Management Department and is responsible for managing procedures that have an accounting impact within the organisation’s enterprise resource planning (ERP) system. The Unit manages the Foundation’s expenditure and income, ensuring that its financial statements give a true and fair view of its assets and financial position.

The post sits within the Expenditure Department of the Economic Management Unit. The successful candidate will be responsible for the financial administration of various types of expenditure, including invoice processing and expense reimbursements. They will also support fixed asset management and accounting activities. The role involves direct contact with research staff and other stakeholders involved in expenditure management.

Main responsibilities and duties:

• Expense management: Support the management and processing of expenditure transactions, including matching invoices to purchase orders, processing expense claims and settlements, and handling other expense-related charges.

• Account management and financial support: Assist researchers with the management and monitoring of their accounts, ensuring that relevant financial information and supporting documentation are properly recorded and kept up to date.

• Administrative and accounting processes: Prepare, review and organise documentation relating to fixed asset management procedures, and support the accurate recording of financial transactions in the relevant financial management systems.

• Coordination and communication: Maintain regular communication with researchers, project coordinators and other internal and external stakeholders to respond to queries, follow up on outstanding matters and ensure the smooth running of expenditure management processes.

• Monitoring and team support: Monitor outstanding invoices and other expenditure-related tasks, assist in resolving discrepancies and provide support to the management team, particularly during periods of peak workload.

Education and qualifications:

Required:

• Higher vocational qualification in administration, finance or a related field.

• Professional proficiency in Catalan, Spanish and English.

Desirable:

• A degree in Economics or another social science.

Experience and knowledge:

Required:

• At least two years’ experience in an administrative role.

• Basic knowledge of clinical trial invoicing.

• Basic knowledge of accounting and taxation.

• Ability to manage periods of peak workload and communicate proactively with colleagues.

Desirable:

• Familiarity with the Hipocrates ERP system.

• Familiarity with the Fundanet ERP system.

• Previous professional experience at a CERCA research centre.

Labour conditions:

• Working hours: Full-time (37.5 hours per week).

• Starting date: As soon as possible or Month, Year.

• Gross annual salary: Remuneration will be determined by experience, skills and responsibilities and aligned with the Collective Agreement pay scale.

• Contract type: Permanent contract

What can we offer?

• Incorporation into the Vall d’Hebron Research Institute (VHIR), a public sector institution that promotes and develops biomedical research, innovation and teaching at Vall d’Hebron University Hospital (HUVH), the largest hospital in Barcelona and the largest within the Catalan Institute of Health (ICS).

• A dynamic scientific environment of excellence, where cutting-edge biomedical projects are continuously developed.

• Continuous learning and career development pathways.

• Flexible working hours.

• 23 days of annual leave plus 9 personal days.

• Flexible remuneration programme, including meal vouchers, health insurance, transport and more.

• Corporate benefits platform, offering significant discounts on travel, culture, technology, gastronomy, sports and more.

• Healthy offering– “Feel Good, Feel VHIR”: VHIR’s wellbeing programme offers a variety of activities to help staff thrive—physically, mentally, and socially. Through four pillars—Feel Well, Feel Connected, Feel Empowered, Feel Welcomed—it fosters health, growth, and community.

• International mobility support (Welcome Services): we aim to make your arrival in Barcelona smooth and pleasant by providing city information, guidance on required procedures, access to the International Welcome Desk, family support and assistance with finding accommodation.

Deadline to apply: 05-11-2026

How We Hire:

Pre-selection: Candidates are shortlisted based on their skills, qualifications, and relevant experience as outlined in their CVs.

Interviews: Meetings may be held with Talent Acquisition and/or the hiring manager.

Practical assessment: Depending on the role, candidates may complete a case study, technical task, presentation, or written exercise, on-site or remotely.

Checks: Education, references, and other job-related verifications may be carried out.

Job offer: The selected candidate receives a formal job offer upon successful completion of the process.

VHIR embraces Equality and Diversity. As reflected in our values we work toward ensuring inclusion and equal opportunity in recruitment, hiring, training, and management for all staff within the organisation, regardless of gender, civil status, family status, sexual orientation, gender identity and expression, religion, age, functional diversity or ethnicity.

Information on Personal Data Protection:
Data Controller: Fundació Hospital Universitari Vall d’Hebron Institut de Recerca -VHIR-. Purpose: Personnel selection. Legal Basis: Your consent. Data retention period: One year. If you are selected, as long as the employment relationship is in force and legal responsibilities may arise. Data sharing: Does not occur, except for communications necessary to fulfill the purpose and those required by law to public and private bodies. Rights: You can access, rectify, delete, object to, and limit the processing of data, as well as request data portability where applicable, by contacting [e-mail]. More information can be found here: https://vhir.vallhebron.com/en/personal-data-protection. Data Protection Authority: APDCAT