Summary
Date Posted: Friday, October 15, 2021 , Base Salary: Not Disclosed

JOB DETAILS:
Overall Purpose:
• To provide financial and administrative assistance to the administrative section under the direct supervision of the Head of Administration and in close collaboration with the Accountant (Administrative Assistant)
• To analyse financial information and assist in preparing the monthly financial report for the Imprest Account
• To carry out general office work of secretarial nature as directed

Functions and duties:
Financial Initiating Agent in Accounting System (ABAC)
• Encoding of invoices, preparation of Payment Requests and Payment Orders, screening of supporting documents, verifying the third parties data.
• Registration of third parties and their bank details (Legal Entity Form and Bank file). Follow-up with Headquarters
• Processing of missions and plane ticket payments
• Processing of medical bills from various hospitals
• Processing of Rent Advance payment for expatriate staff
• Processing reimbursement of representation cost
• Reimbursements of expenses related to the Residence
• Register separately the recoverable VAT under the appropriate suspense accounts
• Link good receipts to invoice when asset is acquired

Petty Cash
• Management of the Petty Cash (GHS) according to the EEAS rules
• Voucher entry and reconciliation of cash payments in excel Journal
• Reimbursements of small expenses

Budget Management System for Delegations (BUDGDEL)
• Budget monitoring to ensure funds are always available when needed
• Create budget requests for specific expenses and commit same in ABAC
• Select and link posting criteria to the appropriate commitment in ABAC

Execution of Payment on Local Bank
• Verification of the authorizations to pay from Headquarters (LOCPAY)
• Encoding payments for suppliers or third parties on the online banking payment platform.
• Prepare bank transfers and issue cheques when necessary

Filing
• Regular labelling and filing of payments and other documents

Others Tasks
• Assist with the justifying documents for Ex-post-control transactions
• Issue VRPOs – VAT Relief Purchase Order for all tax invoices and keep a separate record in excel for the GRA
• Process TIN number registration and handle VAT refund for expatriate staff
• Follow-up on suppliers for the submission of bills
• Act as backup for the Accountant (Administrative Assistant) during absences
• Any additional requests from the Head of Administration or the Head of Delegation

Qualification Required & Experience
• Min HND Accountancy (Higher National Diploma) or similar
• Bachelor’s degree in accounting or a similar field.

Professional experience
• Minimum 4 years professional experience in performing the above mentioned tasks

Knowledge of languages
• Fluent in English both oral and written(C2 Level)
Location: Accra

Work Hours: 8

Experience in Months: 48

Level of Education: Bachelor Degree

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Job application procedure
Interested candidates should send their application and supporting documents by email to
delegation-ghana-recruitments@eeas.europa.eu (link sends e-mail) indicating as the subject:
“Application LA: Accounts Clerk – [Family Name and first name]“.
The package should include a cover letter, a detailed CV and one reference. Only short listed candidates will be invited for a written test and an interview. Recruitment of the successful candidate will be subject to medical fitness.

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