The EU Delegation to Jordan offers the post of a Budget and Accounting Assistant (Local Agent Group II) in the Delegation’s FPI Finance and Contracts Cell. The team consists of (initially) 4 people and there are occasional atypical working hours. Under this post, the successful candidate will be working directly with the Programme Officers providing assistance in contracts and grants administration.  The successful candidate will also serve as support staff under the supervision and responsibility of the Head of FPI (Middle East and North Africa) Team, and will be assigned the following main tasks and duties:

BUDGET, FINANCE, CONTRACTS and ACCOUNTING – Financial Transactions 

Ensure compliance of the financial transactions with the regulatory environment (e.g. basic acts, Financial Regulation, implementing rules, internal rules, financing decisions, instructions);

• Ensure the legality, regularity and correctness of agreements, procurement contracts and grant agreements and financial transactions by performing a standard set of checks and control procedures;

• Carry out SUMMA/CRIS transactions related to budget lines managed directly by FPI. Assume responsibility for the accuracy and completeness of data in information systems (e.g. SUMMA, CRIS, OPSYS, PPMT) before granting Financial Initiation visa;

• Implement and monitor internal control principles with respect to financial procedures;

• Assess and ensure the successful completion of the financial circuit for financial transactions in the accounting system;

• Assess and ensure the validity of bank guarantees;

• Participate as secretary in evaluation committees. 

BUDGET, FINANCE, CONTRACTS and ACCOUNTING – Procurement 

Provide advice and support on the public procurement procedures as well as procedures for awarding grants and other forms of financing (agreements with UN agencies and other IOs, service contracts, etc.);

• Provide advice and comments on draft agreements/contracts;

• Initiate call for tenders and call for proposals;

• Participate as secretary of evaluation committees;

•  Prepare signatories for the awarding and conclusion of contracts;

• Assess tender procedures and procurement files in accordance with the regulatory environment.

BUDGET, FINANCE, CONTRACTS and ACCOUNTING – Financial Tasks 

• Assist in the preparation and control of the financial aspects in calls for tenders and calls for proposals;

• Assist with the reporting, planning, budgeting and audit actors as regards required information;

• Manage Functional Mail boxes as assigned;

• Backstop for other staff (initiators) particularly during absences.

BUDGET, FINANCE, CONTRACTS and ACCOUNTING – Support to FPI contracts of the Regional Team and the associated EU Delegations 

Provide support and back-up for financial initiation tasks to ensure business continuity.

INFORMATION and DOCUMENT MANAGEMENT – Management of financial information 

Manage correspondence on financial issues with external and internal actors within the tasks and topics assigned;

• Oversee all original contracts and corresponding databases;

• Check and ensure the correctness and authenticity of the originals of signed contracts and other original financial documents;

• Ensure the quality and consistency of financial data in the different databases and systems.

AUDIT, CONTROL and INSPECTION – Audit support and follow-up 

• Participate in the risk assessment of contracts to identify cases that require an additional ex-ante control (e.g. supporting documents, on-the-spot control, external audit);

• Cooperate with the operational and audit actors so as to provide additional information needed in the scope of the performed audits;

• Provide comments on draft audit and expenditure verification reports;

• Ensure compliance with the Early Detection and Exclusion System (EDES) procedures;

• Carry out on-the-spot checks and ensure follow up.

EXTERNAL RELATIONS

• To assist the Head of the FPI Regional Team and/or Head of Delegation in ensuring the liaison with institutional partners on aspects concerning FPI interventions (programmes/projects) and their financial and contractual implications.

EXTERNAL COMMUNICATION (General)

• Presentation of EU rules and regulations related to finance and contracts.

The post involves occasional atypical working hours.