- Initiating and coordinating procurement processes in close collaboration with the Team Leader, including the preparation of tender procedures documentation accompanied by the relative explanatory report – for awards below and above the EU threshold (call for tenders) in compliance with the Italian Procurement Law, AICS regulations and the Procurement and Grants for European Union External Action (PRAG);
- Formulating tender specifications (Terms of Reference) in close collaboration with the PMU and other technical experts;
- Providing administrative support to the tender evaluation committees, preparing contracts documents accompanied by an explanatory report, monitoring the execution and closure of contracts and coordinating the preparation of any related documentation;
- Initiating expenditure execution operations with regards to procurement and grant contracts signed by AICS;
- Assisting the Team Leader in the formulation of the Operational Plan of activities based on the provisions of Annex I “Description of the Action" of the Agreement, including: programme operation and monitoring, implementation of grants and outsourced services, progress/interim reporting, relevant follow up action, and payment requests;
- Supporting the Team Leader in the formulation of the following: (i) technical reporting (e.g. Quarterly Information Notes, Annual reports and final reports to be presented to the EU Delegation); (ii) Action related documents and contracts, as well as various terms of reference comprising those related to the selection of the other technical experts (short and long term), and the calls for grant awards; (iii) call for tenders and calls for proposals for grant awards, including preparation of tenders’ technical specifications (according to the EU thresholds);
- Supporting the Team Leader in external technical assistance activities (e.g., capacity building, institutional development) and providing technical inputs during evaluation missions by external evaluators and by the European Commission.
- Ensuring proper administrative implementation of the Contribution Agreement in relation to the application of the EU financial instrument of reference and the accounting procedures required in close coordination of the Financial and Administrative Expert of the EU Coordination
Initiative;
- Ensuring the financial management of the EU-funding flows and carry out the following tasks: registration of inbound and outbound flows, the accounting and payment of expenditure, financial monitoring of expenditure trends and reporting, currency movements and contract registration, in the dedicated accounting system(s) and elaborates related reports;
- Supporting in the performance monitoring of procurement contracts and check their accounts in close coordination with the Financial and Administrative Expert of the EU Coordination Initiative;
- Preparing the annual and final financial reports and supports the Team Leader in any other financial reporting task and during the Audit procedures.
Requirements
1. Age not exceeding (at the time of signing the contract) that required for retirement by local regulations (60 years)2. Medically fit for employment;
3. Bachelor level university degree in Business Administration, Economics, Law (level 6 European Qualification Framework EQF). Other degrees (level 6 or 5 European Qualification Framework EQF) may be accepted when matched with highly qualified professional experiences in the administrative and financial management of projects in the humanitarian and/or development sector.
4. At least 5 years of relevant professional experience working with international organizations, governmental and/or non-governmental aid bodies in Accounting / Procurement / Finance and Administrative positions.
5. At least 5 years of working experience in grant management and tender processes, thorough knowledge of rules, regulations and procedures in use by the EU (e.g. reporting obligations; PRAG) in developing countries with international organizations, governmental and/or non-governmental;
6. Proficient English user (C1 Level - Common European Framework of Reference);
7. Proficient in written and spoken Arabic (C1 Level - Common European Framework of Reference);
8. Proficiency in the use of Microsoft Office applications.
Preferred requirements:
The following will constitute the preferred qualification for the position:
1. Post-graduate diplomas (University Master, PhD or other Higher Education Courses recognized in the sector of interest) additional to the minimum requirements indicated in point 2.1.3 above;
3. Previous working experience at the Directorate General for Development Cooperation and / or the Agency Italian for Development Cooperation;
4. Previous experience managing EU-funded projects, grant and tender processes, and knowledge of rules, regulations and procedures in use by the EU (e.g. reporting obligations; PRAG);
5. Similar professional experience carried out in the country indicated in this vacancy notice;
6. Previous experience in the accounting system of AICS. Before submitting their application, candidates should assess whether they fulfil all the
essential requirements specified in this vacancy notice. Professional experiences indicated in the curriculum vitae are accounted only from the time the candidate obtained the degree required for the position. Start and end dates of all previous positions and indication on whether they were full- or part-time should be clearly stated in the curriculum vitae. Details of any professional experience, training, research, or studies must be provided in the application. Upon request, candidates must be able to provide supporting documentation clearly indicating the duration and nature of those experiences
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