The European Union Delegation to Zambia is looking for an: Budget / Accounting Assistant

We are

The European Union (EU) is an economic and political partnership between 27 European countries. It plays an important role in international affairs through diplomacy, trade, development aid and working with global organisations. Abroad, the EU is represented through more than 140 diplomatic representations, known also as EU Delegations, which have a similar function to those of an embassy.

The EU Delegation to the Republic of Zambia and COMESA:

• Ensures the representation of the European Union to the Republic of Zambia and the Common Market for Eastern and Southern Africa (COMESA);
• Ensures the follow-up of bilateral relations in the areas of political, economic, trade and external assistance cooperation (financial and technical);
• Ensures the follow-up of EU policies in all sectors;
• Promotes and defends the values and interests of the EU;
• Coordinates the work of the Member States’ Embassies, particularly in the fields of EU competences, notably trade and external assistance;
• Ensures the tasks of the EU Presidency and carries out CFSP demarches as appropriate;
• Reports back to Headquarters on all matters of interest for EU policies;
• Carries out press and public diplomacy activities in pursuit of the above;
• Ensures the multi-annual programming of aid and the management of programmes and devolved projects within the framework of the external aid instruments of the EU Budget and the European Development Fund in line with the Communication "Increasing the impact of EU Development Policy: an Agenda for Change".

We offer

We offer a post of Budget / Accounting Assistant. Under this post, the recruited person will be attributed functions depending on the needs of the Delegation. Upon recruitment, the successful candidate will occupy a specific job function as Budget / Accounting Assistant – this job function may be changed in accordance with the needs of the Delegation. Under this job function, the successful candidate will serve as technical and support staff to the Head of Finance, Contracts (F&CA) and Audit section in the fulfilment of his/her tasks as regards the management of the Delegation in accordance with existing rules and regulations. He/she will help to provide the sound financial management of transactions for all DEVCO projects and operations under the responsibility of the sub-delegated Authorising Officer (SDAO) in the Delegation to the Republic of Zambia and COMESA, in line with the applicable Financial Regulations, legal basis and DEVCO guidelines.

Functions and duties

• To help ensure that payments are accurately made against amounts due, that any errors in invoicing are rectified and that payments are made within the period stated in the contract and according to EU accounting rules.
• To assist with the preparation of all documents for both call for tenders and call for proposals and other contracting procedures. To help ensure the correctness of EU tendering procedures as well as the award of contracts.
• To act as secretary for evaluations undertaken by the EU Delegation and as an observer and resource person to those undertaken by the Government of Zambia and funded by the EU.
• To verify that contracts, including programme estimates and contribution agreements, are correctly drafted, and conform to the applicable rules and guidelines.
• To assist operational colleagues, Government of Zambia staff, project staff, EU grant beneficiaries and EU contractors with financial and contractual matters and to provide training where necessary.
• To help ensure the proper archiving of financial and legal files in line with EU requirements.
• To assist the Audit Task Manager with the audit of contracts as required, as well as verifying the materiality of claims by visiting projects in the field ("on the spot" visits).
• To help support the implementation of EU internal control standards in the Delegation, notably on operations and control and financial reporting.
• To undertake any other task assigned by the Head of Section.

Working environment and conditions:

We offer a competitive position in an international environment. Benefits, such as additional pension scheme and medical insurance, are offered to employees and their families under certain conditions.

• Place of employment: Lusaka, Zambia
• Group: II
• Starting basic salary (gross): ZMW 29,096.00
• Total Working hours per week: 37.5

Selection Criteria

We look for a candidate who is a self-starter, motivated, able to work under pressure, able to work alone with minimal supervision and in a team, respects deadlines, is committed to assure quality, speed and attention to details in performing duties, shows initiative and responsibility, able to deal with stress situations, is pro-active, flexible and discreet.

Minimum Requirements:

1. Medically fit to perform the required duties;
2. Enjoys civil rights and permits for employment under local law;
3. Has a satisfactory knowledge of English;
4. Education and training: A minimum of a Bachelor's degree or equivalent in accounting, finance or other relevant discipline.
5. Professional experience:

• At least 3 years of previous experience in dealing with invoices and making payments.
• At least 3 years of previous experience in dealing with tendering and contract award procedures.

1. Demonstrated good computer skills including experience with MS Office Suite, especially with Excel and Word

The following will be considered an asset:

1. Previous experience of the audit process would be an advantage.
2. Previous experience of working for a development partner, international organisation or similar entity would be an advantage

How to apply

Please send your application and supporting documents by e-mail to:

Delegation-Zambia-Recruitment@eeas.europa.eu

Mentioning in the subject line: "Vacancy: Budget/Accounts Assistant – Finance, Contracts and Audit Section".

The application message should include a cover letter, a detailed CV in English and in the local agent CV model (attached to the job description) only with traceable relevant business referees and scanned copy of relevant qualifications (educational and working experience).

The procedure

After the deadline for applications, the applications will be reviewed by a Selection Committee set up for this purpose. The Selection Committee will prepare a short-list of candidates who are considered to be the most suitable for the post on the basis of a preliminary assessment of the information provided in their application letter and the supporting documents. The short-listed candidates will be invited to an assessment phase, which includes an interview, and written test – during this phase, the Selection Committee will assess the suitability of the candidates for the post.

The candidates who have not been short-listed will not be contacted individually. However, the Delegation will use the same means of publication as for this Vacancy Notice to inform the remaining candidates once the recruitment procedure has been completed and that a candidate has (or has not) been recruited.

The selected candidate should be able to provide the original documents of the required educational and professional experience upon request.

The Delegation will not supply additional information or discuss the selection procedure by telephone.Please address any queries concerning this procedure to:

Delegation-Zambia-Recruitment@eeas.europa.eu

The deadline for applications is 30/10/2022 at 17:00 hrs

• Only shortlisted candidates will be contacted for an interview.
• Interested parties that do not fulfil the minimum requirements should NOT apply.

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