Vacancy Notice N° o26/2015
Project Financial Assistant (Grade B3)
Directorate of Programme Co-ordination
Council of Europe Office in Chisinau
Closing date:
11 May 2015
Location :
Chisinau
Job mission
Under the authority of the Head of Office and the supervision of the Human Rights National Implementation Division, the Project Financial Assistant will carry out multiple assignments to meet the overall and specific objectives of the Project “Support to criminal justice reforms in the Republic of Moldova”.
Note: The incumbent may be required to travel extensively within the Republic of Moldova.
Employment is limited to the duration of the project which is expected to end on 31 December 2017.
Key activities
The Project Financial Assistant shall perform the following tasks, in close co-operation with the Project Manager, Project Officer and the Project Co-ordinator, and in accordance with the Organisation’s procedures, guidelines and priorities, with a concern for quality, efficiency, accuracy and confidentiality:
- provide secretarial and logistical assistance to the project team in the day-to-day implementation, planning, organisation and follow-up of the project activities, in accordance with the Project work plan and in co-operation with the national partners and stakeholders; completing all necessary arrangements in advance and in a timely manner;
- assist in ensuring budgetary follow-up of activities at every stage;
- assist in the preparation of financial reporting of the project and documents to be submitted to the internal/external audits;
- prepare the submission of financial support documents for final payment and reimbursement of experts; provide and verify any other financial information and documentation as regards the activities implemented;
- update the suppliers and bank details in the ORACLE/FIMS database;
- check the regularity of the invoices presented for payment and the conformity of the file;
- carry out queries in the PO (Purchase Order) and AP (Accounts Payables) modules of FIMS;
- follow up work or activities in progress and report to the supervisor, especially if and when problems occur;
- make practical arrangements connected to project activities (travel, visa requests, accommodation and meeting venue bookings, local transport arrangements, interpretation);
- provide secretarial and logistical assistance for international and national experts, and staff participating in the project activities.
- draft and format correspondence, memos, documents, contract letters and financial arrangements in line with instructions and relevant procedures;
- handle all correspondence with the partners and ensure the visibility of the donor and the national partners;
- organise and keep project documents and files up to date (activity planning, official reports, expertise and other documents, outgoing and incoming correspondence, contact lists);
- contribute to the efficient functioning of the Office, in collaboration with the Head of Office, the Deputy Head of Office and the direct project management;
- ensure the circulation of pertinent information and documents among the project team and the Office;
- carry out other tasks as may be required connected to the project implementation.
Please note that the incumbent may be required to perform other duties not listed in the vacancy notice.
Eligibility Requirements
The local recruitment procedure is open to candidates resident in the Republic of Moldova.
Qualification: completed secondary education followed by a vocational qualification in secretarial/administrative studies or similar. Higher education in finance/accounting or similar would be an advantage.
Experience: at least three years’ relevant professional experience; experience in preparing accounting or finance reports; experience of secretarial and administrative duties;
Language requirements: excellent knowledge of Moldovan (mother tongue level); ability to express oneself, present and draft clearly, concisely and convincingly in English;
Nationality: the appointed candidate must be a national of a Council of Europe member State.
Age: under 65 years of age at the closing date of the vacancy notice.
Employee Core Values
Competencies
Essential:
- Professional and technical competencies:
- experience in assisting with the implementation and the management of large scale projects within international organisations;
- experience in administrative work, including preparation of documents of financial significance;
- good knowledge of accounting techniques preferably of suppliers accounting and knowledge and experience of the relevant regulations and practices in force;
- experience in arranging travel and visas;
- experience in assisting in the organisation of training seminars, conferences, other events;
- broad knowledge of the activities and procedures of the Council of Europe;
- general understanding of project management principles;
- excellent organisational skills.
- Communication and linguistic skills: listening and communication skills; very good knowledge of English and Romanian, ability to express oneself clearly, concisely and convincingly; good writing skills in English and Romanian.
ICT skills: Sound computer skills and proven experience of specific financial management software (e.g. Oracle) and standard tools in office applications (word processing, spreadsheet, data bases, presentation software, outlook, internet/intranet publication).
Interpersonal skills: diplomacy; networking; adaptability; team work and co-operation, relationship-building.
Personal attitudes: initiative and responsibility; result orientation and sense of continuous improvement; concern for quality, efficiency and accuracy; self-management and development, organisational alignment; ability to work under pressure, deal with multiple tasks and respect deadlines.
Personal values: integrity, loyalty and conscience, discretion, independence and confidence, respect for diversity.
Desirable:
- Professional and technical competencies:
o experience of working in projects in the field of human rights or justice;
o ability to work in a team under great time pressure;
o knowledge of the processes, regulations, procedures, work methods and tools of the Council of Europe;
o knowledge of French and/or Russian.
Additional information