Working as part of he project team based in Tamale, and under the supervision of the Administrative and Finance Manager (AFM), the Administrative and Financial Assistant will be responsible for assisting with the administrative and financial management of the Sustainable Cities – Phase 1 project. He/she supports the AFM in the proper application of administrative and financial procedures within his/her scope

Support the financial, budgetary and accounting management

• Support the management of project bank accounts and project cash
• Prepare local payments: prepare Expertise France's payment monitor payments, and archive documents
• Monitor project expenses and disbursements and ensure timely execution of the project implementation in compliance with Expertise France rules and procedures
• Monitor outstanding advances and providing inputs to the travel focal point for the status of outstanding advances monthly
• Contribute to the development of procedures for the disbursement of subsidies allocated to project partners and municipalities
• Ensure financial follow-up and organize audits of grants to beneficiary municipalities
• Support the project's monthly and annual financial and accounting closures
• Contribute to project annual audits 
• Maintain administrative control records such as commitments and expenditures
• Process claims or invoices and other payment requests in line with Expertise France's regulations and instructions 
• Assist in the preparation of periodic accounting records, finance and budget documents; record receipts and disbursements (petty cash, vouchers etc.)
• Support the drafting of grant agreements for beneficiary municipalities
• Support financial advisory of the beneficiary municipalities in the proper management of grants allocated (support missions, remote support)
  
• Support the AFM in organizing the project office : inventory management (supplies, consumables, coffee breaks), acquisition of equipment, software, and supplies for the project office, project asset tracking table: centralize purchasing requirements, prepare purchase orders and track orders through to delivery
• Support the AFM with the logistics of project team travel and expert missions (purchase of tickets, vehicle rental, mission orders, calculation of allowances, requests for long/permanent visas) in liaison with the safety/implementation units when necessary
• Support the design and updating of management tools, including the administrative and financial procedures manual
• Preparation of monthly payroll and petty cash, assist in the preparation of financial reports, purchase orders, cheque requisitions, client invoices, bank reconciliations, and filing of all financial documents 
• Contribute to the archiving of the project documents and the proper maintenance of administrative and financial documents
• Facilitate the preparation and payment of payroll taxes for national staff to GRA
• Primarily is the custodian of the Petty cash imprest ensuring that all payments from the petty cash follow the necessary policies and procedures
• Balance and reconcile petty cash regularly to detect mistakes, and prevent the fund from being depleted before it is replenished
• To support the AFM in keeping petty cash safe at all times to prevent theft ensuring that all fraud and intended fraud are reported
• Perform any other duties as assigned by the Administration and Finance Manager, or the senior management team

Project secretariat and visitor management

• Support the design and updating of management tools, including the administrative and financial procedures manual
• Facilitate face-to-face and remote meetings
• Welcome visitors. Check that reception signage is up to date, and create the conditions for a successful welcome: logistics, coffee, WC, greetings, etc.
• Maintain, update and disseminate the internal directory and make it available on the common site
• Meeting note-taking
• Mail processing: drafting, follow-ip, filing management
• Circulate information on any special events concerning the team and office organization

(Please note that the responsibilities are not all-inclusive, as changes to services are made and/or new responsibilities are identified they will be added as deemed appropriate)