Finance and Contracts Assistant – Verification

The EU Delegation to Bosnia and Herzegovina – Sarajevo is looking for a Finance and Contracts Assistant – Verification

General description of the position:

The main tasks of the position include 3 major components:

1. Performance of quality control – The approval of files such as: technical specifications; terms of reference; tender dossiers; pre-qualification and evaluation reports; contracts; clarifications and corrigenda; replies to complaints; prior approvals and derogation requests are subject of quality control assessment before being submitted to the Authorising Officer signature.

2. Chairing of evaluation committees – The EUD is the contracting authority therefore evaluation procedures for the award of procurement (works, supplies and services) and grants is done by the EUD. Organisation of the evaluation schedule is the responsibility of the CFA section and the committees are chaired by the senior procurement officers and section management.

3. Support and advise – provided to colleagues in the section, task managers and EUD management (namely Head of CFA and Head of Operations) aiming at a smoother implementation of the procurement schedule and of the project

Overall purpose

Under the responsiblity of the Head of Section ensure legality and regularity of all transactions in line with the Regulation, Commission procedures and prevailing instructions.

Functions and duties

1. BUDGET and FINANCE – Financial Management

• Verify and validate as financial verifying agent (RESPFIN) financial transactions (budgetary commitments, contracts, agreements, amendments, pre-financing, cost claims, clearing of pre-financing, interim and final payments, recovery of funds, forecast of revenues, guarantees, waivers, bank account fiches, closures, etc.) addressing all legality, regularity, financial, accountancy and budget aspects.

• Ensure that the adequate financial circuits are in place and followed

• Ensure the quality (including the accuracy and comprehensiveness) of the data entered in CRIS

2. PROCUREMENT and CONTRACT MANAGEMENT-Contract Management

• Ensure conformity of procurement with Regulation, practical guides and instruction notes to guarantee legal, regular and sound financial management in assistance programmes

• Participate in tender evaluations as Chairperson/Secretary in direct management environment and represent the Delegation

• Verify the legal aspects of contracts signed by the Delegation

• Contribute to internal and external communication and knowledge on contractual issues

• Draft answers to complaints and follow-up complaint cases and requests for conciliation procedures

3. AUDIT, CONTROL and INSPECTION – Monitoring and reporting

• Prepare the financial reports and statistics (RAC, RAL, payment forecasts, annual reports, ad hoc reporting)

• Establish annual audit plans and assurance / control strategies including on-the-spot checks

• Assist with audit missions

• Follow-up on audit reports and other controls

4. INTER-SERVICE COORDINATION and CONSULTATION – Internal co-ordination

• Ensure smooth coordination and exchange of information with other sections of the Delegation and with the concerned services at headquarters

• Ensure proper archiving and filing of documents for which the Section is responsible related to EU assistance programmes

5. INTERNAL COMMUNICATION (general) – any other business

• “Within the framework of the Staff Regulation, to carry out tasks linked to the job description as instructed by his/her superior(s).”

6. PROCUREMENT and CONTRACT MANAGEMENT – Financial Management

• Review, advise and comment on requests for funds from national authorities and clearance of accounts where required

7. PROCUREMENT and CONTRACT MANAGEMENT-Contract Management

• Verify the legal aspects of contracts endorsed by the Delegation, Contribute to internal and external communication and knowledge on contractual issues

• Assist national authorities with management of complaints

• Handle request for conciliations

Position: Contract Agent

Job title: Finance and Contracts Assistant – Verification

Function Group: FG IV

Location: Sarajevo, Bosnia and Herzegovina

Deadline for applications: 24/11/2014

Read more and apply here.