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.
• Ensure the application of archiving procedures, including the handling of supporting documents and filing both electronic and paper documents.

Responsibility 3: Logistics and Procurement

• Assist in coordinating the logistical 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.
• Support the preparation of public tenders and grants, overseeing the dematerialization of procedures, including the creation of consultations, receipt of offers, and electronic communication with candidates.
• 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.