Assistant Account Clerk

As the assistant accounts clerk, you assist the Budget Specialist (NIC A-2) in reviewing and determining SHAPE's budgetary requirements for various forms of energy and supply contracts and replace the Senior Accountant in his or her absence.

Responsibilities :

-       Updates the records of electricity, gas, water and POL consumption, in preparation for the annual adjustment carried out when the meter readings are received.

-       Checks the bills against the meter readings and tariffs provided.

-       Checks overall energy consumption and notifies BSG/ISS/Infrastructure Management Section of discrepancies.

-       Orders fuel delivery based on information provided by BSG/ISS/IMS/IMW.

-       Assists the Senior Accountant in producing forecasts of energy consumption for the Mid-Year Review.

-       Provides statistics on energy consumption and on supply contracts as required.

-       Writes and modifies computer programmes to check energy consumption in close cooperation with the Budget Analyst and the Finance Assistant.

-       Checks and records partial payments made to the BSG/ISS/logistic Management Section (lMS) and takes the steps necessary for the open-end supply contracts.

-       Keeps records of partial payments of electricity, gas, water and POL invoices.

-       Checks that all the BSG/ISS/LMS purchase requests are invoiced and accounted for.

-       Controls invoices related to the supply contracts and records receipts in the Financial System (FinS).

-       In case of the delivery of the supplies is not in accordance with the contract, he/she withholds payment until the delivery has been brought up to standard.

-       And he/she coordinates with the buyer/COTR to request the contractor/supplier to correct the deficiencies.

-       Reports any invoicing mistakes to FINAC/AQM in compliance with terms and conditions of contracts/purchase orders and requests corrections (credit notes or modifications of purchase orders) as needed.

-       Sorts and issues Warehouse calls.

-       Checks the purchase orders proposals (open-end contracts) forwarded to Project Management BSG/ISS/lnfrastructure Management Section (IMS)/Works Coordination &Inspection Cell (WCI).

-       Calculates, checks and records financial information relating to BSG/ISS/LMS purchase requests and follows them up as required.

-       Replaces the Senior Accountant in his/her absence.

-       Carries out general administrative duties, including filing, scanning and mail, as instructed.

-       Processes end-of-year requirements in compliance with the NATO Financial Regulations (NFRs) and the Financial Rules and Procedures (FRPs), with particular regard to:

·       Open commitment:

o  Revises all open commitments related to the utilities gas, electricity, water, fuel and supply contracts.

o  Coordinates on a regular basis with BSG/ISS/LMS and requests certification for the provided supplies, but not invoiced yet.

o  Coordinates with the warehouse controllers and requests strong justifications for the supplies non-provided within the current fiscal year.

o  Manages and records the financial receipts for the provided/delivered supplies, but not yet invoiced, in compliance with the accrual procedure.

o  Keeps in record with strong justifications the supplies not yet provided within the current fiscal year, in compliance with the carry forward procedure.

·       Open accruals:

o  Deals with/reviews the open accruals related to supplies and submits requests to AQM/SFA for missing invoices.

o  Reviews previous year's overestimated accruals and process the adjustments in the financial system (FinS).

o  Coordinates with AQM/SFA the open accruals needing to be closed and submits requests to AQM/SFA for the finally closure of the purchase orders and releases related to supplies.

Requirement and skills :

-             Professional Proficiency in speaking and understanding French and English.

-             Degree in the field of Accountancy “BAC – ETS 1 degre” coupled with at least 2 years related experience, or “ETSS/CESS” with 4 years of experience, or “ETSI(A3)/CES 2D” with 8 years of experience.

-             At least 2 years’ experience of accountancy.

What we offer :

·       Gross monthly Salary : 3 590,77 €

·       Benefits : 20 leave days + 6 days of compensation hours + 4 SHAPE holidays + 1 day of employee leave, double holiday pay, summer bonus, end-of-year bonus, language bonus, transport costs, meal vouchers, pension group insurance, hospitalization group insurance, Eco-vouchers...

·       Contract : Indefinite Duration contract

·       SHAPE provides many interesting and exciting opportunities for military as well as civilian personnel to work in its permanent base at Mons. We provide training and the selected candidate will have many development opportunities to grow professionally in a demanding and challenging environment.

·       SHAPE embraces diversity and working with 32 Nations is considered as an asset.