FINANCE AND CONTRACTS ASSISTANT job at DELEGATION OF EU TO KENYA

Deadline: Expired

We offer a position as “Finance and Contracts Assistant” within the Finance and Contracts Section, under the supervision of the Section Head.

The position is based in Nairobi for an unlimited duration subject to six months’ probation and it is open to Kenya nationals and residents with a valid work permit (compulsory).

The European Union (EU) is an economic and political union between 27 European States. It plays an important role in international affairs through diplomacy, trade, development aid and working with global organizations.

Abroad, the EU is represented through more than 140 diplomatic missions, also known as EU Delegations, which have a similar function to that of an embassy.

The EU Delegation in Nairobi represents the European Union in Kenya, working in close coordination with the Embassies of the EU Member States. The Delegation ensures bilateral relations with Kenya in the political, economic, trade and other co-operation areas. Additionally, it manages EU external cooperation programmes both at bilateral and regional level.

Offer

We offer a position as “Finance and Contracts Assistant” within the Finance and Contracts Section, under the supervision of the Section Head.

The position is based in Nairobi for an unlimited duration subject to six months’ probation and it is open to Kenya nationals and residents with a valid work permit (compulsory).

We offer a competitive position in a lively and multicultural environment. Full time of 37.5 hours per week (under flexible time regime) and remunerated according to a salary table in shillings (basic minimum 291,975KES), including a supplementary pension scheme and medical insurance, offered to employees and their families under certain conditions.

Main objectives:

Under the supervision of the Head of Section, to assist in contractual and financial management of projects and programmes, in particular with tenders, contracts, payments and follow up of audit matters. To advise the operational sections in contractual, financial and audit matters.

Main tasks:

BUDGET, FINANCE, CONTRACTS and ACCOUNTING – Financial management

Financial initiation of the individual commitments in CRIS and ABAC (or any other accounting tool).
Financial initiation of the payments in CRIS and ABAC (or any other accounting tool).
Verification of the eligibility of the expenditures.
Analysis of the interim and final financial reports, including the audit reports.

PROCUREMENT and CONTRACT MANAGEMENT – Assist in management of contracts

Support the process of calls for tenders/proposals from the preparation to the contracting, including participation in evaluations, both in the Delegations and externally.
Verification of the contract proposals (legality and conformity with the legal basis and EC procedures).
Contractual follow-up of projects and programmes.
Assist in training of the operational sections and contractors/beneficiaries on General Budget procedures.

BUDGET and FINANCE – Monitoring

Monitoring of the financial implementation of the projects and programmes – follow-up of the deadlines for contracting, validity of financing decisions/agreements.

EXTERNAL AUDIT – Support : Audit Task Management

Support to the establishment of the Annual Audit and Verification plan.
Support to the implementation of the annual audit and verification plan and ad hoc audit(s).
Analysis of audit reports.
Monitoring of audit-related key performance indicators (KPIs).
Support to the Head of FCA and Head of Regional Audit Task Management team in any other audit related issues.

EDUCATION and experience required

Secondary education (or equivalent in European education systems of 12 years of schooling).
- Essential: Post-secondary Diploma level education of legal duration of at least two years in one of the following fields: Finance, Accounting or relevant discipline.
- Advantage: University degree level education of legal duration of at least three years in one of the following fields: Finance, Accounting, Economics, Business Administration, Law, or relevant discipline. (note that a University degree is not essential but it can be provided in place of the Diploma mentioned above).

- Essential: At least 5 years post-graduate relevant working experience in finance and accounting
  - Advantage: working experience of at least 3 years in finance and/or audit of projects implemented by an international organisation or an international NGO dealing with development aid projects.
  - Advantage: Good knowledge of European Commission (EC) financial and contractual procedures of development projects.
  - Advantage: Past experience in management of EC funded programmes.
  - Advantage: Previous experience in dealing with EC funded cooperation projects in contract and finance matters.

Language qualifications

English – Proficient user (level C2).

Computer skills

Office automation tools: Excel, Power point, Word

Knowledge

Budget, Finance, Contracts and Accounting.

Personal skills and qualities

Analysing and Problem Solving skills
- Proven analytical capacity, ability to identify needs and constraints, to set priorities and translate them into action; capacity to pursue solution-oriented approach.
Communicating
- Good oral and written presentation skills

Delivering Quality and Results
- High ability to perform duties with speed and accuracy without immediate and constant supervision.
Prioritising and Organising
- High level of flexibility to work under pressure and to respond quickly to new demands.
- Good organisational skills.
Resilience
- Personal initiative and ability to work independently, to focus on priorities, to monitor and evaluate progress and to meet tight deadlines.
Working with others

Proven ability to build and maintain positive working relationships with colleagues, national counterparts, donor agencies and other stakeholders; ability to adapt well in a multi-cultural environment. Team player.