Administrative Assistant/ Accountant at European Union

Job Description for Administrative Assistant/ Accountant for TA incidental Expenditures Budget Management

• Overall responsibilities:
• The Administrative Assistant/Accountant for TA Incidental Expenditures budget management will assist the TA Team in retirement of monthly and quarterly approved implementation budgets under the TA incidental expenditures. S/he will assist in ensuring that the TA Team in Abuja receives appropriate and timely supporting documentation from States to enable smooth replenishment requests and minimize ineligible expenditures.
• Specifically, the Administrative Assistant/Accountant for TA Incidental Expenditures budget management is expected to carry-out the following duties and responsibilities:
• Be responsible for strictly following European Development Fund (EDF) and the Government of Nigeria’s regulations for full purchase cycles of goods required by EU-SIGN PEs –TA Incidental Expenditures budget Component i.e. quotation collection, ordering, follow up, quality control, etc.
• To assist in systematic compilation, tracking, analysis and proper documentation of expenditures of TA Incidental Expenditures under Programme Estimates (PEs).
• To cross-check monthly/quarterly retirement documents including financial reports from the States.
• Ensure timely collection and processing of payment of all EU-SIGN OPE utilities.
• To establish and maintain a supportive financial supervisory schedule of PEs activities to State Technical Assistants (STAs).
• To assist in payment of participants at events organised by the EU-SIGN Project, e.g. workshops, meetings and missions.
• To assist the TA Team in retirement process of the Incidental Expenditures of National Level activity.
• Ensure backup documentation, review and analysis of administration cost centres according to PEs activities under TA Incidental Expenditures budget and other administrative documents. Develop, maintain and update a central knowledge data bank of contact information from STAs.
• Assist the TCA/PE on the review process of STAs’ monthly time sheets and invoices and weekly security reports;
• And any other responsibility that may be assigned by the Training & Contracting Advisor/Procurement Expert /and or by the Team Leader.

Qualification and skills required:

• A degree or diploma in Accounting or Business Administration and/or related field;
• Strong financial management and control skills;
• Familiarity with generally accepted accounting principles and practices;
• Proven and sound knowledge of proper book keeping;
• Excellent computer and writing skills (Ms Excel, Word).  Knowledge of accounting packages (sage, Peachtree, quick books, etc.) would be an added advantage;
• Attention to details, strong analytical and numerical skills;
• At least 3 years of experience working accounts/ administrative officer;
• Experience with EU projects or similar international donor agencies is a plus;
• Reliability, honesty and excellent interpersonal skills.

Specific Measurable Output

• Ensure that States / STAs receive funds requested on a timely basis to implement approved activities.
• Ensure complete and accurate monthly retirement of funds given to States / STAs to conduct activities at the latest by the first week of the following month.

Contract Duration

• OPE2 and OPE3 implementation period: (about 2.5 years).

Timeframe

The engagement of the Administrative Assistant/Accountant is expected to start by the 4th quarter, 2015.
Deliverables/reporting: The Administrative Assistant/Accountant will submit a monthly time sheet at the end of the month for his/her supervisor’s approval and the Team Leader’s endorsement.