Budget / Accounting Assistant

Assist operational initiators with the formal aspects of the preparation of a call for proposals/ tender dossier (including awarding and notification to applicants/tenderers). Supervise the respect of the Financial Regulations and the compliance with the applicable rules in the operations. Ensure secretary role at evaluation committees for call for proposals and call for tenders. Assist operational initiator in the preparation of contracts and addenda with the selected beneficiary/contractor. Create payment commitments. Analyse and process payments ensuring that they are financially and procedurally correct, that is, in conformity with the contract and the regulations. Validate advance payments in ABAC, create forecasts of revenue in ABAC and estimate their amount. Create the recovery order in ABAC, prepare de-commitments. Analyse, verify and manage financial guarantees Update the file maintained by the operational initiator with the work done by the financial initiator. Give visa for financial initiation, ensuring compliance of the financial transactions with the regulatory environment and applicable rules. Ensure compliance with the Early Detection and Exclusion System (EDES) procedures. Assess and ensure the validity of bank guarantees. Establish and maintain a good link with headquarters, mainly unit FPI.1. Missions to accompany operational colleagues in monitoring missions, ex-post controls missions, or auditors. Provide support on finance and contracts issues to EU Delegations in the region by replying to questions/issues raised. Occasionally provide back up for financial initiation tasks to EU Delegations in the region in order to ensure business continuity.  File financial documents, correspondence and returned files and requests for clarification, according to filing rules. Handle correspondence and relevant notes. Open, register and filter incoming mail related to financial issues and route mail to appropriate individuals/units. Oversee all original contracts and the corresponding database. Maintain a master archive of signed contracts and advance payments. Ensure quality and coherence of financial and contractual data in/between different databases. Prepare replies to requests for information from the hierarchy and other services within the Commission. Oversee and maintain original contracts and advance payments, as well as the corresponding databases.