The European Union Delegation to the Republic of Sierra Leone, Freetown is looking for:

Job in the Administration Section.

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 organizations. 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 Sierra Leone, Freetown works in close coordination with the Embassies and Consulates of the 27 EU Member States. We are a fully-fledged diplomatic mission and represent the European Union in dealings with the government of Sierra Leone in areas that are part of the EU’s remit.

We offer

The post of Accounts clerk (Local Agent Group 3) in the Delegation’s Administration Section. The team consists of 11 people and there are occasional atypical working hours.

Under this post, the recruited person will be attributed functions depending on the needs of the Delegation, and on the changes of these needs. The successful candidate will serve under the supervision and responsibility of the Head of the Administration Section, providing support, expertise and assistance in the field of Administration.

Following main tasks and duties are currently required:

OVERALL PURPOSE

To contribute in the management of the administrative expenditures under the supervision of the Head of Administration

ACCOUNTING

Account management

• Enter all the needed data in the accounting system (ABAC) including, registration of invoices, internal documents and reimbursements; preparation of the payments files including payment requests, supporting documents, stamps, checklists and banking transfer or cheques; where needed, brief translation of supporting documents into English
• Follow-up of the Press & Information budget and monitoring its balance versus the payment and commitment appropriations; create budgetary and legal commitments for individual Information payments.
• Feed in of negative and regularization payments in ABAC
• Assist in preparation of monthly closing reports; manage bank accounts correspondingly and reconcile bank accounts; request and follow-up on monthly HQ replenishment

BUDGET and FINANCE

Budget monitoring

• Assist the first accountant in coordinating the budget revision, execution and forecast of all administrative budget lines

Budget reporting

• Prepare and upload the documents in the ex-post control application (E-EPC) related to financial transactions selected by ex-post control and ensure follow-up.
• Assist in preparing other financial audit and reports to HQ including the yearly update of the different financial notes

BUDGET, FINANCE, CONTRACTS and ACCOUNTING

Budget, Finance, Contracts and Accounting

• Calculate storage costs for officials and contract agents
• Ensure regular contacts with banking correspondences and maintain up to date a contact list all financial contact points
• Contribute to the management of legal entities and bank accounts of Delegation staff and lease contracts
• Be the back-up for the first accountant when the latter is absent
• Undertake any other relevant tasks which may be assigned by the Head of Section

Additional Functions and Duties

• Act as financial agent in the application for the purchase orders and the management of the inventory (ABAC Assets), creating Purchase Orders and Goods Receipts. Link invoices in ABAC workflow with Goods Receipts for inventory registration. Regular Monitoring and follow up on clearance of ABAC assets HB account.
• Advise and Assist section members in utilization of ABAC related tools and budget management tools (ABAC workflow & Budgdel)

Contract Management

• Assist the colleagues of the section in preparing contract files for services, supplies and rents of buildings.
• Follow-up on all contracts relating to renewals, due dates for  payment
• Input all newly and active contract into ABAC Legal  Commitment  Module (LCK)
• Monitor all existing contract files that are in-force, focusing on the need of extension or renewal.

ABAC ASSET

• Categories and classified all assets into the register
• Update the asset register
• Retirement of all old  and up solute assets in the register

Salaries and other local agents entitlements:

• Assist the first Accountant in preparation of salaries, and all statutory bills on a monthly basis
• Review all inputs in the application related to HR management (e-DelHRM) related to salary, step changes, overtime and all supplementary payments
• In the absent of the first Accountant, prepare all salary payment and personal benefit to staff.

Monthly closure and regularization

• Assist the first Accountant on monthly closure and regularization of the imprest account
• Prepare all files for onward transfer to HQ

The base salary will depend on relevant and verified employment experience, typically starting from 9,360 SLE.  There is a competitive benefits package, subject to certain conditions, including personal leave days and public holidays, health insurances and a retirement savings plan.

The expected start date will be June 2024. 

Minimum requirements / eligibility criteria (necessary for the application to be considered)

• Minimum of Certificate / Diploma of a higher education preferably in Accounting
• Minimum 5 years in performing the above mentioned tasks, proven on the basis of employer’s certificates
• Working knowledge  of English:  ability to understand C1, ability to read C1, ability to speak C1, ability to write C1
• Right to residence and work in Sierra Leone

Assets / selection criteria (basis for awarding points to select the best applicant)

• Level of accounting related knowledge: 30 points (assessed with the interview);
• Level of local legislation related knowledge (taxation, social security…): 20 points (assessed with the interview and in the written tests);
• Level of computer skills (Word, Excel): 20 points (assessed with computer written tests);
• Level of language skills (written, oral) in English: 5 points (assessed with computer written tests and during the interview);
• Extent of archivist/archiving experience: 5 points (assessed with practical test and during the interview);
• Team work fluency, high flexibility, and capacity to work under pressure: 20 points (assessed with group exercise);

How to apply

Please submit your application, consisting of a cover letter and Europass format CV via the e-mail addres eeasjobs-038@eeas.europa.eu no later than 19/03/2024 at 17:00 local time. Only complete applications received on time via e-mail will be considered.

The successful candidate will be subject to a medical check.

The process

After the deadline for applications, the eligible applications will be admitted to the Selection by the Committee set up for this purpose.

Depending on the number of applications received, successive phases of Selection may include shortlisting of candidates based assessment of the information provided in the cover letter and CV. 8 shortlisted will be invited for practical and written testing. The 5 best candidates will be invited for interview and group exercise.

Only candidates admitted to each successive selection phase will be contacted individually. The Delegation will use the same means of publication as for this job advertisement to inform the remaining candidates once the recruitment procedure has been completed and that a candidate has (or has not) been recruited.

The Delegation will not supply additional information or discuss the selection procedure. During the selection process, please do not contact the members of the Selection Committee, but address your questions and comments to the Delegation’s Administration.