Administrative and Finance Assistant

il y a 3 semaines

Paris, France Expertise France Temps plein

Expertise France is the public agency of French international technical cooperation. The agency operates around four priorities:

- democratic, economic and financial governance;
- security and stability of countries in crisis/post-crisis situations;
- sustainable development;
- strengthening health systems, social protection and employment.

In these areas, Expertise France carries out engineering and implementation missions for capacity building projects, mobilizes technical expertise and acts as an aggregator of projects involving public expertise and private know-how.

With an activity volume of 233 million euros, more than 400 projects in portfolio in 80 countries, and 63,000 days of expertise, **Expertise France** focuses its action towards France’s solidarity policy, influence and economic diplomacy.

Based in Expertise France coordination office in Paris, the Administrative and Finance Assistant plays a crucial role by offering comprehensive assistance in financial matters, administrative and human resources tasks, as well as handling logistics and procurement support for the Facility. His/her responsibilities encompass a wide range of functions to ensure the smooth operation and efficiency of the Facility's administrative and financial processes.

Under the hierarchical supervision of the Support Services Coordinator, the Administration and Finance Assistant will be responsible for the following tasks:
Responsibility 1 : Finance and Accounting
- Process payments from the cash register, adhering to applicable thresholds and follow-up procedures, including the recording of cash vouchers.
- Maintain a daily cash journal by entering expenses.
- Perform daily self-checks of the cash journal and physical cash, overseeing advances, and processing cash replenishment requests.in accordance with EF procedures.
- Conduct weekly and monthly cash inventories.
- Assist in preparing monthly bank reconciliations.
- Submit the cash journal to the Support Services Coordinator for monthly control and consolidation, as part of the monthly accounting pack.
- Adhere to financial security rules as per EF procedures.
- Monitor cash flow, anticipate expenses, and submit replenishment requests.
- Contribute to the preparation of internal controls and participate in reporting for internal administration audits.

Responsibility 2 : Administration and HR
- Aid in the preparation of any obligatory administrative reporting (internal, donors, public administration, etc).
- Maintain an effective HR and payroll system.
- Keep track of HR leave and travel, including that of expatriates.
- Assist in the preparation of service contracts involving external contractors, suppliers, and consultants.
- Oversee the translation of administrative and program documentation as needed.
- Stay informed about and monitor administrative rules and regulations relevant to the activities of EF, regularly updating the line manager.
- Take charge of obtaining long-stay visas and work permits for experts.

Responsibility 3: Logistics and Procurement
- Assist in coordinating the logístical aspects of field missions and workshops for the Facility team, including tasks such as booking transportation and accommodation, handling visa requests, and managing perdiem/allowance advances.
- Prepare necessary documentation for evaluation sessions and project proposal analysis in collaboration with the Facility team, encompassing analysis grids, award minutes, and all documents related to the procurement procedure.
- Compile service contracts and ensure the conformity of bidders.
- Support the monitoring of contract execution in alignment with their provisions concerning counterparties, especially regarding modifications (amendments and other execution acts) and payments.
- Archive all procurement and contractual documents in accordance with internal procedures.
- Provide required documents and explanations of implemented procedures in case of an audit.

The outlined responsibilities necessitate establishing connections with the administrative and finance units of MS agencies in Europe, along with EF personnel based at the Addis Ababa office in Ethiopia.

The Regional Teacher Initiative for Africa (RTIA), a programme funded by the EU/EC via the Education section (G3) of DG INTPA aims to improve learning outcomes and the socio-emotional development of children in Africa, by having a more competent, motivated and inclusive teacher workforce in basic education.

The RTIA will especially seek to achieve the following outcomes over the next 6 years:

- Improve the governance, management, attractiveness, and gender balance of the teaching profession, with a strong focus on increased digitalisation and innovation.
- Enhance the quality, relevance, and effectiveness of initial and continuous teacher professional development, notably through digital education, peer-to-peer learning approaches and regional collaboration.

Within RTIA, the Regional Facility for Teachers in

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