Finance and Contracts Assistant

We offer

The post of Finance and Contracts Assistant (Local Agent Group II) in the Delegation’s Finance, Contracts and Audit Section. The team consists of 13 people and there are occasional atypical working hours.
Under this post, the recruited person will be attributed functions depending on the needs of the Delegation, and on the changes of these needs. The successful candidate will serve under the supervision and responsibility of the Head of Finance, Contracts and Audit Section, providing support, expertise and assistance in [the relevant field].

Following main tasks and duties are currently required: 

BUDGET, FINANCE, CONTRACTS and ACCOUNTING

• Analyse, verify and process payment requests;
• Prepare and establish documents relating to financial operations (commitments, decommitments, payment and recovery orders, etc.);
• Follow up on contracts, payments and execution deadlines;
• Analyse, verify and process financial guarantees;
• Manage bank and legal entity files;
• Ensure the quality of the data encoded the relevant IT applications;
• Contribute to the preparation of financial reports and statistics (RAC, RAL, payment forecasts, annual reports, etc.);

PROCUREMENT and CONTRACT MANAGEMENT

• Ensure compliance with procedures, regulations in force and guides;

• Prepare and / or verify the calls for tenders/calls for proposals documents while ensuring compliance with procedures and consistency with financing agreements;
• Organize and act as Secretary for calls for tenders/calls for proposals evaluation committees
• Prepare and / or verify contract awards;
• Prepare contracts for signature and verify the budget;
• Encode the data accurately and completely in the relevant IT applications;
• Identify and analyse requests for deviations (derogations, exceptions, non-compliance events, prior approvals and cases to report);
• Follow up on disputes within the framework of calls for tenders and calls for proposals;
• Advise on calls for tenders, contracts and grants to operational sections;

INFORMATION and DOCUMENT MANAGEMENT

• Perform various administrative tasks;
• File and archive financial documents and correspondence;
• Process relevant correspondence and notes;
• Supervise and manage original contracts and payments documents;

AUDIT, CONTROL and INSPECTION

• Follow up on reports drawn up by control bodies (DG BUDG, Court of Auditors, etc.) and participate in the preparation of responses to observations and other comments noted in audit reports, inspection reports, etc.;
• Act as one of the section’s focal point for audit and internal control issues in his/her field and carry out any horizontal tasks assigned to him/ her within the section (Annual Audit Plan, EAMR, monitoring of KPIs…).

Minimum requirements / eligibility criteria (necessary for the application to be considered)

• Minimum of two years of professional experience in a field related to the job (economics, finance, accounting, audit, public administration, or other);
• Fluent knowledge of English (minimum level C1);
• Medically fit to perform the required duties;
• Enjoys civil rights and permits for employment under local law.

Assets / selection criteria relevant to several tasks and duties:

• Proven knowledge of IT Tools (Word, Excel, PowerPoint, Outlook, Zoom, Skype etc.) and ability to learn new IT tools;

• High level of language skills (written, oral) in English; Knowledge of French (minimum level B1) will be considered as an asset;
• Analyze information with accuracy;
• Adapt to changing priorities or environment;;
• Knowledge of the European Union;
• Experience in dealing with rules and procedures concerning calls for proposals, calls for tenders, contracts, and/or audit;
• Experience in working in an international environment;
• Time management and interpersonal skills;
• Multitasking person with a strong sense of flexibility and responsibility;
• Very good communication and organizational skills;
• Capacity to establish and maintain good interpersonal relations at work;
• A sense of discretion, confidentiality and responsibility are important prerequisites for this post;
• Ability to work effectively and independently in a multi-disciplinary and multi-cultural team.