Under the direct supervision of the Central Africa Coordinator and in coordination with the Deputy Coordinator, the Assistant will work on a daily basis with the entire joint project team, with frequent exchanges with the PMU team, to support the logistical implementation of the project, as well as monitoring and financial reporting.

The Logistics and Administrative Assistant for the Central African Hub will be based in Yaoundé and will be required to travel to selected countries in the region, in accordance with Expertise France's security protocols and procedures.

The Logistics and administrative Assistant will be in charge of the following tasks:

Logistics:

•          Prepares and monitors the implementation of short-term expert contracts
•      Updates the monitoring table for short-term expertise contracts
•      Transmits useful data for project monitoring and evaluation
•      Prepares purchase orders for the execution of framework contracts signed as part of the project
•      Ensures the follow-up of the chauffeur's missions and the proper maintenance of the vehicle
•      Keeps abreast of changes in EU and EF procedures, and follows any necessary training courses
•      Prepares purchase orders for short-term experts under framework contracts
•      Support the organization of project seminars and workshops:
  •          Booking seminar rooms and equipment
  •          Booking overnight stays and catering for participants and experts
  •          Booking and logistical follow-up of transport for participants and experts (air, airport/hotel transfers)
  •          Ordering interpreters and translation equipment
  •          Collecting quotations
  •          Managing PCR tests
  •          Handling problems and requests from participants (flight delays, lost luggage, etc.)

• Support the organization of missions for project experts:
  • Airline tickets, transfers, hotel reservations, catering
  • Preparation of quotations
  • Visa applications

Administrative Management:

• Supports the administration of contracts linked to the operational implementation of projects
• Assists with documentary research
• Supports the preparation of calls for tender and public contracts/subsidies
• Prepares expertise and service contracts
• Publishes job offers and calls for experts
• Verifies service providers using the internal compliance tool

Financial management:

• Checks the conformity of expense vouchers at headquarters, field, and/or partner vouchers, invoices, and reimbursements related to expert missions,
• Prepares payments and monitors advances and their balances
• Contributes to the preparation of financial reports for donors (consolidation of Central African Hub expenses), internal accounting, and budgeting exercises (closing, etc.) in collaboration with project managers and administrative and financial project managers
• Supports the preparation and conduct of audits, in liaison with project managers, administrative and financial project managers, and project RAFs
• Checks and consolidates field cash and bank journals
• Keeps existing management charts up to date
• Monitors ongoing commitments (grant agreements, contracts, and agreements)