The European Union Delegation to Papua New Guinea is looking for a 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 Papua New Guinea ensures the representation of the European Union to Papua New Guinea and the follow-up of bilateral relations in the areas of political, economic, trade and external assistance cooperation.

The Delegation of the EU to Papua New Guinea works in close coordination with the Embassies and Consulate of the EU Member States. We are a fully-fledged diplomatic mission and represent the European Union in dealing with the government in Papua New Guinea in areas that are part of the EU’s remit.

We offer

We offer a post as Budget/Accounting Assistant. The successful candidate will occupy a specific job function as Budget/Accounting Assistant being mainly in charge but not limited to the preparation and implementation of financial aspects of the external aid programs of the European Union in Papua New Guinea and Pacific

Functions and Duties:

Implementation of financial aspects of the external aid programs of the European Union:

• Assist operational initiators with the formal aspects of the preparation of calls for proposals and calls for tenders;
• Participate in the verification of the grant agreement, contract dossiers, addenda and side letters prior to signature to ensure compliance with applicable procedures;
• Participate in the financial surveillance of projects and programmes (e.g. verify invoices, payment requests and financial statements with regard to the validity of commitments and contracts and the availability of funds, control bank guarantees, supporting documents and calculations, etc.);
• Carry out the accounting of projects and programmes in compliance with applicable regulations and procedures;
• Prepare payments ensuring that they are financially and procedurally correct;
• Contribute to the development and implementation of homogeneous and compatible procedures, norms and methods;
• Contribute to good communication on contractual issues within the Delegation, between the sections and within the finance & contracts section;
• Provide advice and technical support to staff having operational initiation functions in all the financial process;
• Assist in setting up databases on tenders, bidders and contractors;
• Contribute to the regular financial reporting;
• Contribute to establish and maintain close contact with relevant stakeholders (such as project officers, local banks, etc.);
• Open, register and file correspondence related to financial issues.

Audit and Financial Verifications:

• Initiating & carrying out expenditure verification missions
• Analysing external audits reports and assuring their follow-up

We offer a workplace in a multinational team of local and expatriate staff members. Normal working hours are from Monday to Friday from 08:00 to 17:00 including a lunch break. Work life balance is assured in the frame of a flexible working time scheme which also takes into account the occasional increased workload. The place of employment is in   Port Moresby.

After a probationary period of 3 months an indefinite contract with a minimum gross basic monthly remuneration of PGK 7324 is offered. Relevant qualified working experience will be taken into account and may result in a higher salary. In addition a monthly transport allowance and a contribution to superannuation fund are granted. A medical insurance scheme with reimbursements of 80 % of eligible health care costs is provided for the employee and eligible dependents. Besides national holidays annual leave of 1,5 days per month is provided.

Selection Criteria

Minimum Requirements:

1. Medically fit to perform the required duties;
2. Enjoys civil rights and permits for employment under local law;
3. Upper secondary education or Higher education in a relevant field (accounting, finance or business administration)
4. Minimum 3 years of experience in a similar position with excellent knowledge of accounting and financial matters and accuracy in financial management
5. Good knowledge of public procurement rules, contracts, commitments, payments and recoveries methods
6. Excellent knowledge of English and good command of Pidgin;
7. Excellent computer literacy;
8. Excellent drafting, communication and organizational skills

The following will be considered an asset:

1. University diploma in Finance, accounting or similar
2. Experience with financial audits;
3. Knowledge of EU and/or other international donor financial and contractual procedures and project cycle management
4. Working experience in a diplomatic mission or international organization in similar positions;
5. Knowledge of French;

The candidate will be expected to work to a high level of competency, accuracy and reliability, and be able to work independently using his/her own initiative.

How to apply

Interested candidates must submit no other than following documents:

• motivation letter, signed in scanned pdf format
• CV - using only the EU CV template available at: https://europass.cedefop.europa.eu/editors/en/cv/compose, in pdf format

Supporting documents to be attached:

• Upper secondary education certificate (grade 12)  or Accounting Diploma: scanned pdf

• Proof of minimum 3 years of professional experience in the relevant field (scanned pdf)

The motivation letter, the EU-CV and supporting documents must be provided in ONE pdf document each. The size of the application is strictly limited to 3 MB: motivation letter and EU-CV with maximum 1 MB; supporting documents with maximum 2 MB, and must be send by e-mail, quoting reference “BUDGET/ACCOUNTING ASSISTANT 2024" to:

Email: eeasjobs-050@eeas.europa.eu

The subject line of the e-mail must state: Application BUDGET/ACCOUNTING ASSISTANT 2024, LAST NAME, First Name

The selection procedure

After the deadline, all applications will be reviewed by an ad-hoc Selection Committee set up for the purpose of this recruitment. On the basis of a preliminary assessment of the information provided in their application letter and the CV (using only the EU CV template) the Selection Committee will prepare a short-list of candidates who best meet the criteria for the post. Subsequently the minimum requirements (minimum 3 years of relevant professional experience after obtaining a University degree in a relevant field based on a minimum 4 years full time curriculum or 5 years of relevant professional experience after obtaining an Accounting Diploma based on a 2 years full time curriculum, supported with the transcripts and the official curriculum of the study program) will be checked. It is important that any certificate must clearly indicate the exact start and end date (Day, Month, Year) – same as indicated in the CV.

Based on the assessment of supporting documents the most suitable for the post will be invited for a written test. Those candidates with the best results (and reaching the pass mark) will be invited for an interview. The final shortlisted candidate(s) will have to provide original certificates, diplomas and transcripts which will be verified with the former employers and the educational entity. 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 Delegation will not provide additional information, technical assistance or discuss the selection and application procedure by telephone or e-mail.

Candidates who do not strictly comply with above procedure will be disqualified.

Printed applications and applications sent to another mailbox will not be accepted.

Candidates must only communicate via above mailbox. No direct contact to any staff member of the EU Delegation is allowed.

The deadline for applications is: 10^th May 2024, 16:00h local time.