We offer a position as a “Finance and Contracts Officer” within the Regional Partnerships Unit at the EU Delegation to Kenya.
Text
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 programs both at bilateral and regional levels.
Offer
We offer a position as a “Finance and Contracts Officer” within the Regional Partnerships Unit at the EU Delegation to Kenya.
The workplace is Nairobi, for a fixed term contract of two (2) years, subject to six months’ probation and it is open to Kenya nationals and residents with a valid work permit. 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 511,049KES), including a supplementary pension scheme and medical insurance, offered to employees and their families under certain conditions.
After recruitment, the chosen candidate will occupy a specific Local Agent job Category 1, for a job description that can evolve according to the needs.
Main objectives:
To contribute, under the supervision of the Team Leader, in driving team performance and ensuring alignment with Headquarters’ directives. As an initiator, provide proactive support to the Team Leader, enabling informed decision-making and effective execution. Deliver expert guidance and assistance to colleagues within the section, promoting collaborative and effective workflows between the initiation and the verification phases.
General and specific assistance to colleagues within the section, promoting collaborative and effective workflows between the initiation and the verification phases.
Main tasks:
BUSINESS MANAGEMENT and PLANNING
- Provide advice on financial and budgetary matters to the staff in the section of the Delegation, with a high degree of autonomy.
- Provide and organise training on contractual and financial matters for Delegation staff and beneficiaries.
- Independently monitor and control the performance, the priorities and the achievements of the objectives set for the operations for which she/he is in charge, bringing significant problems along with solutions to the immediate attention of the Team Leader.
- Take part in negotiations of technical and financial aspects of contracts linked to the preparation and implementation of external projects.
- Ensure proper archiving and filing of documents related to EU external programmes.
- Draft financial aspects of contracts, draft documents linked to financial operations (addenda, payment orders, recovery orders and debit notes). Liaise with other staff members in the section, as needed, and provide advice and comments on draft financing agreements, identification and action fiches as well as on financial and budgetary matters.
- Contribute to the preparation of reports for Delegation and Commission management and in providing support to visiting missions. Assist in giving support to beneficiaries.
- Interface with INTPA financial and legal services and ensure proper functioning of informatics tools for budgetary and accountancy management.
- Provide comprehensive support to team members and stakeholders, ensuring effective communication and collaboration.
BUDGET and FINANCE
- Ensure financial initiation.
- Check financial aspects of contracts, draft documents linked to financial operations (addenda, payment orders, recovery orders, debit notes).
- Ensure that the adequate financial circuits are in place and followed. Provide advice on sound financial management.
- Advice and comments on draft financing agreements, identification and action fiches.
- Provide advice on sound financial management and application of EU rules.
- Ensure the quality (including accuracy and comprehensiveness) of the data entered into specific informatic tools. Identify, assess, and manage risks associated with financial and contractual activities, ensuring timely reporting and mitigation.
PROCUREMENT and CONTRACT MANAGEMENT
- Contribute to the preparation of files for calls for tenders and calls for proposals and ensure the financial initiation of procurement and grant award procedures.
- Ensure that contracts are properly prepared.
- Participate in tender evaluations, possibly as chairperson and ensure that secretariat functions are provided to the evaluation committees.
- Provide advice on sound financial management.
- Ensure the quality (including accuracy and comprehensiveness) of the data entered into specific informatic tools.
- Contribute to the reporting requirements and interface with INTPA financial services, thereby contributing to the development and timely implementation of homogeneous and compatible procedures, norms and methods regarding financial documents and information.
- Responsible for the proper functioning of informatics tools for budgetary and accountancy management and coherence of data between different databases.
- Contribute to the preparation and negotiations of technical and financial aspects of contracts.
- Ensure the financial initiation of new contracts, amendments and closures; ensure the quality, including accuracy and comprehensiveness, of data entered into IT systems.
- Ensure the accurate encoding and financial initiation of payments, clearings, recovery orders, waivers and ensure the quality, including accuracy and comprehensiveness, of data entered IT systems.
AUDIT, CONTROL and INSPECTION
- Ensure an adequate follow-up of recommendations issued by the control bodies and auditors.
- Contribute to the preparation of financial reports and statistics (RAC, RAL, payment forecasts, forecasts, EAMR, annual reports, ad hoc reporting) follow-up of Key Performance Indicators (KPIs) and other EAMR indicators.
- Assist in the drafting of the Annual Audit Plan.
- Follow-up on the correct encoding of the audit results in the adequate systems.
- Follow-up on the implementation of the recommendations made in audit reports and discharge procedure.
INTER-SERVICE COORDINATION and CONSULTATION
- Liaise with Headquarters’ services on aspects concerning international partnerships’ programmes/ projects.
- Liaise with partner countries and implementing partners on aspects concerning programmes/projects.
POLICY DEVELOPMENT
- Contribute to work through co-creation on all matters relevant to the activities of the section, acting together and with other services, drawing on the expertise of colleagues, to identify, build & develop common actions & policies under the DGs strategic objectives.
- Contribute to the rollout and implementation of Global Gateway in the relevant areas of competence of the section.
- Ensure that gender aspects are fully considered at all levels and activities of the section.
EDUCATION and experience required- Essential: University degree level education of a legal duration of at least three years in one of the following fields: Finance, Accounting, Economics, Business Administration or Law. In its absence, a post-secondary diploma in Finance, Accounting, Economics, Business Administration or Law combined with post-diploma relevant working experience in financial management/control, procurement and/or audit-related fields of at least ten (10) years is required.
- Essential: At least five (5) years post-graduate relevant working experience in financial management/control, procurement and/or audit-related fields. At least ten (10) years in the absence of university degree level education of at least three years in the fields listed in the formal education section.
- Essential: Work experience of at least 5 years in financial management/control, procurement and/or audit of projects implemented by an international organisation, diplomatic mission or an international NGO dealing with development cooperation projects in conflict, post conflict, crisis and/or complex emergency settings (e.g. South Sudan, Sudan).
- Advantage: Work experience in running of calls for tender/calls for proposals and in the use of SAP-based accounting software.
- Advantage: Work experience in the management of EU funded projects.Please find the full vacancy here:
