Working at Expertise France office in Addis, 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 Addis-based team of the Facility ("Africa Hub"). 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 Finance and Administration Coordinator of the Facility based in Paris and in close coordination with the Finance & Administration manager of EF in Ethiopia, 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 Finance & Administration 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, in close coordination with the wage company.
• Keep track of HR leave and travel, including that of expatriates in Ethiopia.
• 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 deployed in Ethiopia.
• 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 based in Addis, including tasks such as booking transportation and accommodation, handling visa requests, and managing perdiem/allowance advances.
• Support the preparation of local tenders (creation of purchase file, gathering quotations from the local market, suppliers selection, etc.).
• Establish 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.
• Ensure local fleet management, including handling movements, managing driver schedules, overseeing the contract with the lessor, supervising maintenance, etc.

The outlined responsibilities necessitate establishing connections with RFTA coordination offices in Europe, along with EF personnel based at the Addis Ababa office in Ethiopia (4 Technical Lead in Education and 1 Education Officer).