Job Description
Post number: 260861
Place of employment: Belgium
City: Brussels
Function Group: III
Unit: NEAR.C.3
Contact point: Nicholas EVANGELOU
Deadline for application: 06/03/2018
Send Applications To: To be sent to NEAR-C3@ec.europa.eu
Job title
Finance and Contracts Assistant – Initiation
Overall purpose
Administrative assistant for finance and contracts under the supervision of an official.
Functions and duties
BUDGET, FINANCE, CONTRACTS and ACCOUNTING - Project Cycle ManagementProcurement
- Assist in the negotiation and preparation of contracts related to the Unit, following successful procurement procedures
- Perform the function of Operational Initiating Agent for the Unit in relation to the applicable financial circuits
- Ensure adequate filing in line with the Unit’s filing plan
BUDGET, FINANCE, CONTRACTS and ACCOUNTING - Project Cycle Management - Monitoring and Contract Management
- Perform the function of Operational Initiating Agent for the Unit in relation to the applicable financial circuits
- Assist the Head of Unit and the Financial Management team leader in ensuring the correct application of controls underlying the certified correct visa related to payments
- Assist the Head of Unit and the Financial Management team leader in monitoring contract implementation and performance
- Assist in the preparation of addenda and side letters / administrative orders, and drafting responses to queries concerning the contract and minutes of related meetings
- Initiate commitment related transactions, derogations and other transactions as prescribed
- Encode contract related data in CRIS, in MIS and other IT applications as instructed
- Contribute to the reporting on contract management
BUDGET and FINANCE - Account management-Commitments
- Assist in the monitoring of the absorption of funds in view of available commitments
- Assist in defining TMS specifications related to budget monitoring and reporting
- Assist in establishing budgetary and payment forecasts and reports in coordination with the Financial Management team leader
BUDGET, FINANCE, CONTRACTS and ACCOUNTING - verification of invoices under the supervision of an official
- Assist in the operational verification of invoices and supporting documents submitted by the TAIEX external service provider in support of the certified correct visa of the Operational Initiating Agent and in line with existing rules and regulations and guidance of the Head of Unit and the Financial Management team leader on the application of certified correct controls
- Correctly apply the Commission’s document management rules to the documents for which the contract agent is responsible, following the instructions of the HoU and with the help of the DMO correspondent in the unit; ensure in particular the correct registration and filing of these documents
- Ensure the filing of related documents in line with the Unit’s filing plan
AUDIT, CONTROL and INSPECTION - Support on audits under the supervision of an official
- Provide assistance and support to audits related to the Unit
