Delegation of the European Union to Botswana and SADC

Job opportunity: Financial and Procurement Officer

04/06/2020 - 00:00
EU project positions

An EU-funded project position

Position:     Financial and Procurement Officer in Joint Technical Secretariat (JTS) for the IPA Cross-border Cooperation Programme Kosovo- North Macedonia 2014 – 2020

Location:      JTS office Pristina, Kosovo

Project:       Technical Assistance for the management of bilateral Cross-Border Cooperation Programme Kosovo-North Macedonia 2014-2020

Expected duration: July 2020 – December 2022

 

A           PROJECT OVERALL OBJECTIVE

In accordance with the Commission Implementing Decision C(2018) 8222 adopting a Support measure for technical assistance for cross-border cooperation programmes between IPA II beneficiaries under the Instrument for pre-accession assistance (IPA II) for the year 2018, the 2nd  Technical Assistance allocation under the Programme will be made available via direct award of a grant contract concluded between the  European Union Office in Kosovo and the Ministry of Local Government Administration (MLGA) in Kosovo.  This grant contract will be used to support the work of the Operating Structures (OSs) in two participating countries, Joint Monitoring Committee (JMC) in ensuring efficient set-up, implementation, monitoring and evaluation of the Programme. This will be achieved through the operation of a JTS office located in Pristina and its Antenna office in Kumanovo. The JTS will be in charge of the day-to-day management of the Programme and will be reporting to the OSs and JMC.

In line with the Technical Assistance Grant Contract (TAGC), the Financial and Procurement Officer in the common JTS shall discharge his/her duties in a period 2020-2022 and shall be responsible for:

  • Contributing to the financial management of the project (technical assistance), including specific activities related to procurement, sub-contracting, budgeting, financial reporting, etc;
  • Ensuring that the Programmes are managed in accordance with the principle of sound financial management;
  • Ensuring the proper administration of the TA resources related to the direct responsibility of the OSs, in line with the Programme Document and related regulations, etc;
  • Preparing of requests for payment, requests for contract amendments;
  • Archiving all relevant documentation both, electronically and/or manually;
  • Assisting OS during audit missions, reviewing audit reports and making comments on financial and contractual matters;
  • Assisting in preparation and delivery of trainings/workshops to potential applicants/grant beneficiaries (financial aspects of project preparation/implementation) and other events in the field, particularly related to financial and procurement matters;
  • Fulfilment of any other tasks assigned by the Head of the JTS/OSs//Contracting Authority (CA).

He/she will play a fundamental role on contract reporting, administration of resources, as well as assistance in the launching of CfPs, support to field project monitoring and deliver specific trainings about financial and administrative project management for grantees.

The working place will be based in the JTS Office in Pristina, Kosovo. The position includes also travelling, mainly throughout the programme area for assisting in organization and attending different events in the field, as appropriate, being responsible mainly for logistical, tenders and finances matters.

Formally, Financial and Procurement Officer will work under the supervision of the Head of JTS, and assisted by the other Project Officers, and will regularly report to the Head of JTS through timesheets.

 

B            RESPONSIBILITIES AND TASKS

The following are the tasks and responsibilities of the JTS Financial and Procurement Officer structured in accordance with the JTS areas of activity:

Managing technical assistance

  • Maintaining up-to-date electronic information on finances (costs incurred, funds disbursed and remaining) under grant contract;
  • Participating in the preparation of financial reports required under the grant contract;
  • Participating in preparation and submission of requests for payments under the grant contract, including preparation of related documentation and any amendments;
  • Participating in drafting procurement documentation for supplies or services to be sub-contracted under the grant contract, as well as in management of procurement procedures and contracts, including checks of invoices and related technical documentation;
  • Reviewing the expenditure verification reports drafted by the auditor of the grant contract.

Calls for Proposals

  • Assisting in organisation of partner search forums, including logistics and matters related to tenders and finances;
  • Assisting in organisation of workshops for potential applicants, including logistics and matters related to tenders and finances.

Project-level monitoring

  • Participating, as appropriate, in monitoring visits to grant beneficiaries in relation to financial aspect of project implementation;
  • Participating in organisation of implementation seminars for beneficiaries, particularly in those topics related to financial management and procurement;
  • Providing support and advice to grant beneficiaries concerning contracting, eligibility of expenditure and financial reporting.

Programme-level monitoring

  • Taking the lead in collection, analyses and preparation of inputs related to financial implications of Programme implementation.

Visibility, promotion and communication

  • Assisting in organisation of events including logistics, procurement and management of the relevant financial matters;
  • Assisting in preparation and production of printed materials including logistics, procurement and management of the relevant financial matters.

Other

  • Ensuring the immediate reporting of any irregularities identified,
  • Ensuring that all documents are appropriately filed either in physical or electronic form, or both.

 

Professional requirements

The Financial and Procurement Officer must fulfil the following conditions and have following minimum qualifications and experience:

Qualifications and skills

  • University degree in social science, preferably a Master’s degree,
  • Fluency in both written and spoken in English and preferably on both official languages of Kosovo;
  • Good communication, organizational and presentation skills;
  • Knowledge of EU grant rules and procedures, including best practices;
  • Computer literacy;

 

Professional experience

  • At least 5 years of professional experience;
  • At least 3 years of relevant professional experience in programmes/projects funded by the EU or other donors and at least 1 year experience in EU funded grant contract;
  • At least 2 years of experience in financial and administrative project management in the public or private sector;
  • Experience related to Cross-border Cooperation in the IPA beneficiaries is an advantage.

 

Application procedure and the documents that need to be submitted: 

•         A Curriculum Vitae (CV) in Europass in English;

•         Copy of University diploma;

•         Copy of Training Certificates;

•         Supporting documents for each experience stated.

 

Interested candidates should send hard copy of application documents by 3rd of June 2020 until 17th of June 2020, 16:00h to the following address:

 

Ministry of Local Government Administration

Former Rilindja Building, Floor 12, Pristine, Kosovo

 

By post:

Ministry of Local Government Administration

E-mail: Hazbije.kelmendi@rks-gov.net

Subject: "Application Financial and Procurement Officer for the CBC Programme Kosovo - North Macedonia”.

Only short-listed candidates shall be contacted for an interview.

Note: Only those applications which have been received by the closing date to this vacancy announcement will be eligible for consideration.

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