The National Agency is seeking to recruit a Finance Officer to assist the National Coordinator in the successful implementation of the EU-funded programme’s objectives according to the parameters established by the European Commission and the EUPA. In this respect, the Finance Officer with EUPA must be regularly updated and conversant on documentation and issues relevant to the carrying out of one’s duties.
The specific responsibility of the Finance Officer is to ensure sound financial management of EU programmes managed by the EUPA and of related operational aspects.
Key Duties
The Finance Officer is responsible for the following tasks:
Generic
Implementation of commitments as detailed in the annual work programme in relation to the EU programmes managed by the EUPA and their set roadmaps;
Compilation of internal, national and European Commission reports relating to the specific activities of the EU programmes managed by the EUPA;
Liaison with the European Commission, External Auditors, National Authority, National Co-ordinator, Finance and Administration Manager, Internal Auditor, Head of Programmes, Programme Managers, Senior Programme Managers on all financial matters;
Liaison with bank personnel on matters relating to the financial matters of the EU programmes managed by the EUPA;
Managing of records on financial transactions relating to the EU programmes managed by the EUPA;
Verification of the availability of funds and eligibility of payments and expenditure prior to execution;
Work with the National Co-ordinator, Finance and Administration Manager, Head of Programmes and Programme Managers in preparing respective annual budgets, and ensure that the EUPA works with budget guidelines and allocations according to prevailing legal and administrative requirements;
Ensure observance of National Public Procurement Regulations;
Treasury management of the EU programmes managed by the EUPA decentralised funds;
Monthly reconciliation of bank accounts with project files, national accounting system and European Commission management tools in relation to EU programmes managed by the EUPA decentralised activities;
Ensure that the relevant information and documentation to be placed on the EU Commission web-site and respective tools are provided to the IT officer in good time to ensure the best service of our clientele;
Support the Communications department with the provision of data to assist in the development of articles, quality information, publications, activities and so on;
Maintain updated financial data on the specific activities of the EU programmes managed by the EUPA;
Ensuring the timely settlement of payments in relation to all EUPA projects in line with the implementation of commitments as detailed in the respective annual work programmes and the set roadmap(s) in liaison with relevant EUPA staff (where applicable);
Verification of receipt of funds – Allocation of funds, allocation from National Authority, receipt of registration fees for national activities in relation to all EUPA projects;
Monthly reconciliation of all EUPA operational bank accounts with original invoices, national accounting system and European Commission management tools;
Responsible for the preparation of travel arrangements for staff in relation to the calculation of subsistence allowance;
Maintain petty cash fund in relation to sundry expenses;
Maintain fuel allowance database for any vehicle used by EUPA and issuing of fuel purchasing orders;
Maintain updated financial data on the specific activities of the EU programmes managed by the EUPA and other operational aspects;
Participate in meetings organised at national and European level as required by EUPA;
Participate in internal committee meetings as directed by EUPA management;
Ensure that the EUPA Manual of Internal Control Procedures, the EUPA Code of Ethics and any other circulars issued by EUPA management from time to time are adhered to at all time;
Ensure deadlines set by the EU, Ministry of Education and Employment and EUPA management are achieved effectively and efficiently.
Project Life-Cycle
Financial calculations of eligible grant applications in preparation for Evaluation Committees;
Carrying out financial and operational checks in line with the relevant Guide for the National Authority for all grant applications proposed for funding that exceed €25,000;
Raising requests for payments in relation to EU programmes managed by the EUPA decentralised projects;
Recording payments made by beneficiaries in the National Agency’s accounting system;
Recording payments made to beneficiaries in the European Commission management tools;
Financial analysis of interim and final reports, calculating the determination of the final grants due and sending to closure proposal to the intended beneficiaries;
Monitoring and follow-up resulting from closure proposals especially with regards to recovery orders and other mechanisms for projects under the EU programmes managed by the EUPA.
Line of Communication
Reports to: Finance and Administration Manager and the National Coordinator
Generic: See that the Senior Programme Officer, Programme Manager, Finance and Administration Manager, Head of Programmes and National Coordinator are kept fully informed on the condition of the assigned programmes and all important factors influencing it with respect to the assigned tasks.
Eligibility Criteria
By the closing time and date of this call for applications, applicants must be:
Citizens of Malta; or
Citizens of another European Union member state; or
Citizens of other countries to which the EU provisions on free movement of persons apply (In case of difficulty the Director Citizenship and Expatriate Affairs, Ministry of Foreign Affairs is to be consulted regarding the countries to which EU provisions apply); or
The spouse and children, even if they are third country nationals, of any person mentioned in the three points above, provided they are eligible to work in Malta under current legislation. This should be determined with the advice of the Director, Citizenship and Expatriate Affairs, Ministry of Foreign Affairs
Have the ability to communicate in the Maltese and English Languages;
Be in possession of a University degree in accountancy or equivalent with a minimum of one (1) year relevant work experience or a recognised diploma in accountancy or equivalent with a minimum of two (2) years relevant work experience;
Ability to use electronic office equipment, office automation and leading accounting applications. Must be proficient in the use of MS Office with an emphasis on MS Excel;
Experience with Sage Evolution and/ or a background in EU Funding will be considered an asset;
Of good moral character (applicants who are already in the Public Service must produce a Service and Leave Record Form (GP 47); those applying from outside the service must produce a recent certificate of conduct issued by the Police or other competent authority not earlier than six (6) months from the closing date of this call for applications and state whether they have ever been in Government Service, giving details;
Persons registered with the National Commission for Persons with a Disability (NCPD) may be given reasonable accommodation in terms of Article 7 of the Equal Opportunities (Persons with Disability) Act, (Cap. 413), even if they do not satisfy in full the eligibility requirements for this position provided they can carry out, in essence, the duties related to the position and subject to the concurrence of the Public Administration HR Office and approval of the Public Service Commission.
Representations in terms of this clause should be attached to the call and supported with relevant documents which must also include documentary evidence of registration with the NCPD. Reasoned justifications should be given to substantiate the lack of full eligibility requirements and why reasoned considerations are merited. All correspondence is to be addressed to the receiving Department and copied to the NCPD.
Qualifications and experience claimed must be supported by certificates and/or testimonials, copies of which should either be attached to the call or sent separately to the receiving Department by not later than ten (10) working days from the closing date. Scanned copies sent electronically are acceptable.
Original certificates and/or testimonials are to be invariably produced for verification at the interview.
With respect to qualifications produced in response to this call for applications, applicants are required to produce a recognition statement by the Malta Qualifications Recognition Information Centre (MQRIC) based within the Malta Qualifications Council, or by any other designated authority, as applicable. Such statement should be attached to the call and the original presented at the interview.
Applicants who are not in possession of such a statement may still apply, provided that they submit a copy of the statement to the receiving department/directorate as soon as it is available and, in any case, by not later than one month from the closing date of the call for applications. Applicants who fail to present the required statement within the one-month period for reasons beyond their control may request an extension of this time limit, up to a further one month, from the department/directorate receiving the applications, indicating clearly the reasons for the delay. Requests for extensions beyond this period are to be submitted for the consideration of the European Union Programmes Agency.
Applicants are exempt from the above requirements in respect of qualifications obtained from Accredited Universities or other Accredited Institutions that are listed and available for download from the MQRIC page of the Malta Qualifications Council website (www.mqc.gov.mt/mqric). In cases of doubt, however, the Selection Board may set aside this exemption and direct an applicant to procure a recognition statement from MQRIC. In such a case the applicant shall be given one month to procure the statement, subject to the possibility of extension as provided for in sub-paragraph (b) above.
Eligible applicants will be interviewed by a Selection Board to assess their suitability for the position.
The result of the interviews will be published by the European Union Programmes Agency and exhibited on the notice-board in the main entrance hall of the European Union Programmes Agency. The result of the interview will remain valid for a period of one (1) year from the date of publication as certified by the National Coordinator of the EUPA. The result of the interview will serve to fill vacancies recurring in the particular position during the validity period.
Petitions objecting to the result in terms of Section 1.1.17 of the Public Service Management Code are to be submitted to the Administration, European Union Programmes Agency Continental Business Centre, Railway Road, Sta Venera – SVR9018, addressed to the Human Resources. Petitions are to reach the European Union Programmes Agency within ten (10) working days from the date of publication of the results of selection.
The selected applicant will be medically examined to ascertain that he/she is fit for the position.
The salary attached to the position of the Finance Officer is equivalent to €17,960 p.a. with an annual increment of €554 and a Collective Agreement increase of €750.
Staff at the National Agency work the following hours;
Winter Time: 07:30hrs – 16;15hrs
Summer Time: 07:30hrs – 14;45hrs
Interested applicants are required to submit a motivation letter, a curriculum vitae including qualifications and experience, together with references of any claimed experience, which will be received in the first instance by the Administration, European Union Programmes Agency, Continental Business Centre, Railway Road, Sta Venera – SVR9018, by 1st July 2015. Applications may also be sent via email to hr.eupa@gov.mt.