JOB DESCRIPTION JOB TITLE DEPARTMENT REPORTS TO POST HOLDER GRADE
EU Accountant Finance Head of Financial Accounts Vacant B Upper, Role Profile 4 (Professional & Technical Job Family)
JOB PURPOSE To ensure that all EU Income streams are correctly accounted for in the Agency’s books and to ensure that all EU grant claims are accurately completed and submitted in a timely manner. To arrange and oversee all financial audits relating to EU Income streams in Agency projects. ORGANISATION CHART Head HeadofofFinancial FinancialAccounts Accounts
Technical Technical Accountant Accountant
Financial Financial Accountant Accountant
EU EU Accountant Accountant
Taxation Taxation Accountant Accountant
Specialist Specialist Accountant Accountant Reporting Reporting
Specialist Specialist Accountant Accountant Technical Technical
Assistant Assistant Accountant Accountant
DIMENSIONS Environment Understanding of the EU legislation regulation and directives with regard to accounting, audit issues and requirements for EU funded projects, and ensuring the financial arrangements at the Agency with respect to EU projects also comply with UK Accounting Standards, Companies Acts, Government Accounting and FReM) Organisation The need to understand the EU governance and accounting policies, processes and procedures and the impact of accountable body status on each function within the Agency, from a financial perspective.
Financial Monitoring and reporting on EU programme expenditure and income of £569.5m (ERDF £520m, NWRAP £48m, Clunet £1.5m) Communication This role will be required to network strongly with staff across the Agency and act as a point of contact for external stakeholders such as DCLG and EU funding claimants. People The role reports to the Head of Financial Accounts. The post has no direct reports but is required to have an influencing capacity with other finance, EU programme and business delivery and policy staff to ensure cohesive and congruent working on EU matters. PRINCIPAL ACCOUNTABILITIES 1. To provide customer focused management information and technically accurate budgeting, forecasting and accounting to closely support the Head of Financial Accounts and EU programme Director. •
To produce monthly/quarterly financial forecasts for Head of Finance/EU Programme director ensuring potential de-commitment issues are highlighted and addressed in a timely manner.
2. To provide expertise and in-depth process knowledge of the financial monitoring, budgetary control and reporting requirements for all aspects of EU income and expenditure. •
To keep abreast of EU legislation regulation and directives with regard to accounting, audit issues and requirements for EU funded projects with a requirement to write technical briefings for Board level on such topics.
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To construct, maintain and report table 8 financial information to the EU commission over the lifetime of the 2007-13 programme.
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To collate and certify for payment all ERDF quarterly claims from both external and internal applicants and ensure the timely re-imbursement from DCLG.
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To ensure that all EU Income streams are correctly accounted for in the Agency’s books and to ensure that all EU grant claims are accurately completed and submitted in a timely manner.
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To prepare a standard checklist of key documents required for project EU audit file, and to provide guidance to project managers / coordinators in compiling this file.
3. To act as the financial expert in relation to the Agency’s CLUNET project ensuring all claims are received in a timely manner, payments are received from the EU and accurate forecasts are produced. 4. To act as the main point of contact for financial matters for DCLG, EU, Government Office North West (GONW) and Article 42 bodies for queries and information relating to EU grant claims and Audits, and develop a timetable for submission of EU grant claims. 5. To ensure that Agency financial systems are sufficiently robust to account for
EU funding in accordance with EU regulations. 6. To ensure correct accounting treatment in the Agency’s books for all of the financial transactions relating to the EU Income including EU Regional Action Plan (RAP). Also support the Action Plan Management teams with compliance in GONW and EU auditing regulations. PLANNING AND ORGANISING • Ability to work on own initiative to resolve complex issues and queries outside of routine operations to support the work of colleagues. •
Completion of all Agency EU Grant claims with assistance from, and based upon information provided from the project administrators.
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Preparation and maintenance of financial budgets and forecasts for all EU Income streams in all Agency projects on PMS.
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Arranging and co-ordinating financial Audits (whether Internal, Annual Statutory, GONW, or EU Commission) on the EU part of all Agency projects.
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Maintaining a log of audit issues and ensuring that any action points are successfully followed up and cleared.
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Prioritisation of own workload on a day to day basis.
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Formulation of tactical (3 month time horizon) work plan to meet anticipated/unforeseen work levels.
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Participation in team meetings to determine short term team priorities and understand how the role impacts on the team requirement to deliver.
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Pro-active planning of consolidation of information between Head of Financial Accounts and EU programme director to ensure coherent, consistent and accurate internal/external information and reports.
DECISION MAKING •
To play a key advisory role in the formulation of improvements to the financial systems and claims handling for the anticipated transfer of large scale responsibility of EU grant funding administration from GONW to the Agency over the 2007-2013 timeframe.
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The post holder will be required to make ongoing recommendations for continuous improvements for EU Accounting procedures and systems when the EU Programme is implemented.
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The post holder will need to assess, understand and implement any changes in EU Accounting rules, regulations, and legislation impacting upon Agency EU funded projects, and to prioritise the implementation of any changes.
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Use of sound judgement and risk assessment to the Agency when making decisions.
INTERNAL AND EXTERNAL RELATIONSHIPS Possessing a high degree of interpersonal skills and utilising these to build trust and confidence across the Agency, and with external agencies, including Government Departments, and RAP partners Manchester Enterprises and North West Universities Association. To develop and maintain strong positive working relationships with all interested stakeholders (internal and external).
The ability to represent the Agency in discussions, negotiations and meetings with external agencies. KNOWLEDGE, SKILLS AND EXPERIENCE NEEDED • CCAB qualified accountant with demonstrable experience of working in public sector environment with specific EU funding experience. •
Educated to degree level or equivalent qualification.
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Expertise and a knowledge base in the use of the Agency’s key systems and software (including APTOS, PMS, KIA and SAPIP).
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Understanding of Public Sector Accounting requirements or can demonstrate ability to quickly gain new knowledge and show appreciation of ‘accountability’ in the public sector.
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Proven ability in the use of Microsoft Office and financial software applications is required.
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Active relationship building.
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Effective communication skills, both verbal and written, including report writing and presentational skills.
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Ability to work efficiently and effectively with limited supervision or direction.
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Ability to influence at a variety of organisational levels in a variety of situations.
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Socially adept, with ability to work confidently in uncertain or new situations.
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Challenges and questions assumptions for confirmation.
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Acts with integrity and fosters team spirit.
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Self aware and able to change behaviour on receipt of feedback as appropriate.
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Strives to succeed customer expectations, setting high standards and targets for themselves.
SPECIAL FEATURES Building close working relationships with external parties, i.e. Government Departments, Manchester Enterprises, NWDA and Internal/External Auditors. Specialised knowledge of EU funding streams and EU Audit requirements. The role demands a technically competent, highly articulate and communicative team player. WHERE DOES THIS ROLE NEED TO BE BASED Renaissance House COMPETENCY PROFILE Competencies Building and Managing Relationships B
Actively develops relationships
• Opens discussions with others about the quality of working relationships in addition to task focus • Has a strong, purposeful wide network of contacts • Takes steps to manage how others view them • Makes time to meet people and develop mutual understanding
• Takes part in professional association or other similar social and networking events Developing Others B
Manages staffs performance • • • • •
Assist with an individuals formal development planning Expresses positive expectations about potential for performance improvement Gives balance, constructive and evidenced based feedback on performance Takes time to discus performance in addition to formal appraisal Clarifies in terms of competencies and output performance requirements
Leadership B
Promotes team effectiveness
• Encourages all group members to participate fully to build team effectiveness. • Integrates the skills and abilities of the team to create a successful unit. • Actively takes steps to build the team in order to promote group morale Represents interests of their team/function within NWDA. • Takes responsibility for performance and general feedback about the team. Planning and Organising B
Develops realistic estimates and plans • • • •
Allows a degree of flexibility into plans to accommodate changing circumstances. Keeps others informed of any changes to plans / service delivery. Monitors progress against key milestones on an ongoing basis. Conducts post-project reviews.
Service Orientation D
Builds a partnership
• Has a relationship with customers based on a complex understanding of their needs and their inter dependence • Develops and amends services to meet the long term requirements of customers. • Advises customers on ways in which they can assist and support them more effectively. Teamwork B
Proactively engages others • • • • •
Identifies and responds when colleagues need support. Seeks help outside the immediate team when appropriate. Solicits help from colleagues e.g. an “expert” on a particular type of issue. Shares information, skills and ideas with others. Thinks of team performance in addition to the achievement of personal accountabilities.
SELECTION AND ASSESSMENT Minimum process: Panel Interview R Competency Assessment R
JOBHOLDER SIGNATURE:
Additional relevant process: Presentation R Written report 0 Group discussion R In-tray exercise 0
IMMEDIATE SUPERVISOR/ MANAGER SIGNATURE: DATE: