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 organisations.

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 hosts the Regional Partnerships Unit which manages EU external cooperation programs and investments in Eastern Africa.

Offer

Position as a “Finance and Contracts Officer” within the Regional Partnerships Unit at the EU Delegation to Kenya. Successful candidate will join the Global Gateway team covering education, health, agriculture and food security.

The workplace is Nairobi, for a fixed term contract of two (2) years, with possible extension/renewal, subject to six months’ probation and it is open to Kenya nationals and residents with a valid work permit. 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:

Under the supervision of the Team Leader, contribute to the effective financial initiation of contracts and related processes, ensuring timely, accurate and compliant implementation in line with EU rules and Headquarters’ instructions. The post focuses on the financial initiation of procurement, grant and contract-related operations, while ensuring the quality and completeness of supporting documents and data encoded in the relevant IT systems. The role supports the Team Leader and advises colleagues on issues within the scope of the financial initiator function.

Main tasks:

BUSINESS MANAGEMENT and PLANNING

Draft financial aspects of contracts, draft documents linked to financial operations. 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.
Take part in negotiations of technical and financial aspects of contracts linked to the preparation and implementation of external projects.
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 manage the performance, priorities, and progress of the operations under her/his responsibility, and promptly bring any significant problems, together with proposed solutions, to the Team Leader’s attention.
Ensure proper archiving and filing of documents related to EU external programmes.
Contribute to the preparation of reports for Delegation and Commission management and in providing support to visiting missions.

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.
Advise and comment 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, and ensure that secretariat functions are provided to the evaluation committees.
Contribute to the reporting requirements and interface with EU HQ financial services when necessary.
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 in line with internal rules and procedures.
Ensure the accurate encoding and financial initiation of payments, clearings, recovery orders, in line with internal rules and procedures.

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 follow-up of Key Performance Indicators (KPIs) and other performance 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.

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.
Essential: At least five (5) years post-graduate relevant working experience in financial management/control, procurement and/or audit-related fields.
Advantage: Work experience in financial management/control, procurement and/or audit of projects implemented by an international organisation, financial institution, diplomatic mission or an international NGO dealing with development cooperation projects.
Advantage: Work experience with innovative development finance modes of delivery, including blended finance, loan and equity instruments and guarantees.
Advantage: Work experience in the management of EU funded projects.
Advantage: Experience working with financial management, accounting or enterprise resource planning (ERP) systems used for budgetary, contractual and financial operations.

Language qualifications

English - Proficient user (level C2).

Computer skills

Office automation tools: Outlook, Power point, Word, and advanced Excel skills.

Knowledge

Procurement and contract management
Budget and financial management
Accounting, internal control
Audits

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