VACANCY ANNOUNCEMENT FINANCE AND CONTRACTS ASSISTANT(AUDIT TASK MANAGER) LOCAL AGENT GROUP 2 ref.: DELKEN-03-2024 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 cooperation areas. Additionally
it manages EU external cooperation programs both at bilateral and regional level. OFFER We offer a position as “Finance and Contracts Assistant (Audit Task Manager)” within the Finance
Contracts and Audit Section
under the supervision of the Audit Team Leader. 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 291 975 KES)
including a supplementary pension scheme and medical insurance
offered to employees and their families under certain conditions. MAIN OBJECTIVES: Under the supervision of the Team Leader
contribute to the implementation of the Regional Audit Hub's Audit and Verification Plans and to ensure that the approved audit plans are implemented and followed-up in a timely manner. MAIN TASKS: AUDIT
CONTROL and INSPECTION – Contribute to the Annual Audit and Verification Plans and modification requests based on the methodology and risk assessment guidelines. – Management of the audit/verification contracting process (Terms of Reference
Request for Services
offers
evaluation
award
audit contract initiation
monitoring and closure). 2 – Coordination of audit implementation with all the relevant actors (auditors
auditees
National or Regional Authorising Officer and the responsible financial and operational agents of the audited contract in the Delegations covered by the Regional Audit Hub). – Close monitoring of the audit reporting (submission of draft
pre-final and final versions of audit reports)
– Analysis of expenditure verification
systems audits and verification mission reports and provision of consolidated comments (ATM
responsible operational and financial agents) to the auditors in the establishment of the reports/audit findings. – Monitoring of the implementation of audit plans in view of audit-related Key Performance Indicators (KPIs) and contribution to the reporting (European Annual Management Reports). – Appropriate implementation of the audit findings/Action Plan through recovery of ineligible expenditure identified by external audits
including non-financial related findings if applicable. – Provision of audit advice to the National or Regional Authorising Officer and Delegations covered by the Regional Audit Hub. – Support to the Head of FCA and Team Leader of the Regional Audit Hub in any other audit related issues. PROCUREMENT and CONTRACT MANAGEMENT - Managing the tender and contracting process for external audits and verification missions. – Contribution to the forecasting exercise of audit contracts. – Support the process of calls for tenders 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). – Support to the Head of FCA and Team Leader of Regional Audit Hub in any other contract management related issues as deemed necessary. BUDGET
FINANCE
CONTRACTS and ACCOUNTING - Financial initiation of the individual commitments in CRIS and ABAC (or any other accounting tool). – Preparing and approving payments of audit contracts ensuring that they are financially and procedurally correct. – Financial initiation of the payments in ABAC (or any other accounting tool). – Verification of the eligibility of the expenditures. – Analysis of the interim and final financial reports. – Encoding data and ensuring quality and completeness of data and the required documentation in the specific EU Financial
budgetary and contractual IT tools (CRIS
OPSYS
ARES and Audit Module). – Prepare replies to requests for information from the hierarchy and other services within the Commission. 3 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. EDUCATION AND EXPERIENCE REQUIRED Secondary education (or equivalent in European education systems of 12 years of schooling). Advantage: 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 (note that a University degree is not essential but it can be provided in place of the Diploma mentioned above). At least 5 years post-graduate relevant working experience in the field of financial management and/or audit ; 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: Experience in auditing EC funded programmes. Advantage: Previous experience with EC funded cooperation projects in contract and finance matters. LANGUAGE QUALIFICATIONS English - Proficient user (level C2). COMPUTER SKILLS Office automation tools: Excel
Outlook
Power point
Word. KNOWLEDGE Budget
Finance and Contracts Financial and budgetary management Audit
control
Inspection & Evaluation PERSONAL SKILLS AND QUALITIES – Analysing and Problem Solving skills Ability to conceptualise problems
identify and implement solutions Capacity to analyse and structure information – Communicating Ability to understand and be understood Capacity to communicate technical or specialised information Drafting skills 4 – Delivering Quality and Results Capacity to act upon problems Ability to work in a proactive and autonomous way Financial management skills – Prioritising and Organising Capacity to deliver in a structured way Learning capacity 5 TO APPLY The applicant must send A Curriculum Vitae using one of the Europass templates
available at: https://europa.eu/europass/eportfolio/screen/cv-editor?lang=en (Attention: other formats will be reason for rejection of the application!). A Motivation Letter
signed
addressed to the attention of the Head of EU Delegation to the Republic of Kenya. Scanned version of: Diploma(s)
Declarations of work
attesting to the relevant experience. Please mention in the subject of your e-mail: “DELKEN-03-2024 Finance & Contracts Assistant (Audit Task Manager)” Until 12 April 2024 1200hrs EAT The applicant must send all documents to the following email address: eeasjobs-050@eeas.europa.eu