Project Financial Assistant – Council of Europe Office in Chisinau

Vacancy Notice N° o26/2015
Project Financial Assistant (Grade B3)
Office of the Directorate General of Programmes
Council of Europe Office in 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.

Location : Chisinau, Moldova

Closing date: 11 May 2015

Read more and apply here.