The European Union Delegation to the Republic of Malawi is looking for a

Group 3. Accounts Clerk 

Ref: ADM/ AL-III/105167/2024

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 Malawi works in close coordination with the Embassies and Consulates of the 27 EU Member States.  We are a fully-fledged diplomatic mission and represent the European Union in dealings with the Malawi Government in areas that are part of the EU’s remit.

We offer

The post of Group 3. Accounts Clerk (local Agent Group III) in the Administration Section.  The team consists of 11 people.  Under this post, the recruited person will be attributed functions depending on the needs of the Delegation, and on the changes of these needs.  The successful candidate will serve under the supervision and responsibility of the Head of Administration, providing support, expertise and assistance in financial management

Main Functions and duties:

Under the supervision of the Head of Administration, the Accounts Clerk will provide efficient and effective accounting/financial support to the Delegation at all times and assist the Head of Administration in any other duties assigned.

Responsibilities and duties – BUT not limited to:

Creation of Payments in an online accounting system:

• Ensure correct accounting and booking of administrative expenses against the granted budget in the online accounting system
• Timely registration of invoices, credit notes, internal documents in the online accounting system ensuring correct use of budget lines, GL accounts and correct justification
• Creation of payment requests in the online accounting system ensuring the correct posting criteria are used
• Creation of payment orders
• Process bank transfers and cheque payments upon receipt of swift authorisations

Management of Budget:

• Commitments and de-commitments of funds
• Credit reservations and regular follow up on implementation in order to clear the reservations
• Creation of credit amendments
• Budget control and monitoring
• Periodic review of the budget granted and updating the HOA on any problems with the budget
• LPO confirmation

Local Agents Salaries:

• Calculation of drivers overtime
• Coordinate with Administration Assistants to make sure all personnel files in the online Human Resources system are confirmed
• Preparation of salaries in the online accounting system

Missions / MIPS:

Constant checking in MIPS for status of mission requests or claims

• Constant checking in the online accounting system for payment requests that have been approved
• Calculation of mission advances
• Monitoring of budgets
• Mission budget management

Monthly Accounts Closure:

• Ensuring that the monthly closure is timely and accurate
• Reconciliations of bank statements and petty cash
• Imprest account replenishment

Management of Petty Cash

• Encoding of petty cash vouchers
• Regularisation of petty cash movements
• Replenishment of petty cash

HB accounts:

• Ensure correct use of HB accounts
• Timely regularisations of transactions posted on HB accounts
• Constant follow-up with our Desk officer on outstanding transactions

Others:

• Ex-post control – uploading documents and comments
• Monitoring of Bank balances and making timely transfers of funds
• Process VAT claims with MRA
• Provide information for Authorising Officer’s report
• Any other duties assigned by the Head of Administration
• Back-up to the other Accountant

Basic Salary

The basic salary will depend on relevant and verified employment experience. There is a competitive benefits package, subject to certain conditions, including personal leave days and public holidays, health insurances and a retirement savings plan.

The expected start date will be 1^st November 2024.

Minimum requirements / eligibility criteria

• Qualified Accountants with a bachelor degree in accountancy or commerce.  A degree in ACCA or CIMA from a reputable institution would be an asset
• 5 years of relevant experience, preferably in a diplomatic mission, international organisation or NGO, relating to areas of accountancy
• Excellent knowledge of English and Chichewa
• Right of residence and work in Malawi

Assets / selection criteria

• Motivation – Knowledge of the EU
• Interpersonal and intellectual skills   – politeness, motivation, flexibility, ability to work autonomous and in a team, ability to deal with stress situations, ability to respect deadlines, good comprehension and organisational skills
• Knowledge of IT tools – Computer knowledge in Accounting packages, Spreadsheets and Word Processing, Databases, PowerPoint, Internet, etc.
• French knowledge would be an added advantage

Equal Opportunities

The European Union is committed to an equal opportunities policy for all its employees and applicants for employment.  As an employer, the EU is committed to promoting gender equality and to preventing discrimination on any grounds.  It actively welcomes applications from all qualified candidates from diverse backgrounds and from the broadest possible geographical basis amongst the EU Member States.  We aim at a service, which is truly representative of society, where each staff member feels respected, is able to give their best and can develop their full potential.