POSITION SUMMARY: 

 Expertise France is recruiting an administrative and financial manager for a 12-month mission (to Bissau as part of – Transparent and accountable economic governance Project (renewable contract based on the performance under the total duration of the project, 48 months).

MISSION DESCRIPTION:

 The administrative and financial manager will ensure local administrative and financial management as part of the Transparent and Accountable Economic Governance project.

 Based in Bissau, he/she works under the supervision of the head of the "Transparency, Public Management and Accountability" division of the "Governance" department at the headquarters of Expertise France.

 The administrative and financial manager is responsible for:

• Budgetary, financial and accounting management of the project, cash management and management of the local fund and bank account: recording of expenses on financial monitoring documents, relations with the bank, etc.;
• The award and monitoring of contracts, participation in project service and purchasing contracts: identification of procedures, consultation of service providers, evaluation of offers, analysis of applications in accordance with the French public procurement regulations in force at Expertise France;
• Administrative and logistical management of the project including the project office.

 This includes:

 Financial, budgetary and accounting management

• Design and update management tools, including the administrative and financial procedures manual;
• Monitor the budgetary consumption of the project and control project costs (permanent cost control activity);
• Control and verify the commitment of expenses and ensure that all of them are carried out in compliance with internal and external eligibility rules;
• Ensure up-to-date budget monitoring and meet internal reporting requirements (quarterly and annual closing, budget forecasts, etc.) and external reporting requirements (periodic financial reports, etc.);
• Ensure the archiving and proper maintenance of administrative and financial documents;
• Ensure autonomous management of project bank accounts and the project cash register (develop payment mandates, prepare and maintain the account journal, etc.);
• Prepare payments: make Pay Orders (BAP) Expertise France, enter expenses in financial tracking, track payments and archive documents;
• Propose budget execution forecasts for the project, consolidate budget forecast exercises, ensure monitoring and analysis;
• Carry out the quarterly and annual financial and accounting closings of the project;
• Organize and assist project audit missions.

Procurement and contracting of experts

• Develop and monitor the procurement plan for the purchase of services and supplies;
• Develop and support the deployment of the administrative part of the tender files (the technical part will be developed by the project manager and the project experts) as well as the contract award and execution schedules;
• Ensure monitoring of market publications in accordance with the validated procedure;
• Participate in the process of selecting service providers and awarding contracts;
• Prepare the terms of reference for the various tender evaluation and contract award committees (role and list of members) and organize them in a timely manner;
• Provide secretarial services to the committees and draft the minutes for rating offers and awarding contracts;
• Establish contracts between the project and the selected service providers or experts;
• Monitor the contractual execution of completed contracts;
• Produce a monthly market situation and contribute to the procurement aspects of the project financial monitoring report;
• Complete the financial management tool (Atlas) with the required information.

 Administrative and logistical management of the project including the project office

• Ensure compliance of project procedures and operations with the EF system in Guinea-Bissau and the project execution framework (such as administrative registration of the project, management of exemptions and payment of taxes, etc.).
• Organize the logistical part of the presence in Bissau and travel of the project team and expert missions (ticket purchases, vehicle, long/one-off visa requests,), in conjunction with the security/implantation departments when necessary.
• Organize the logistics of meetings, events, workshops carried out as part of the project.
• Contribute to making appointments, organizing work meetings, managing diaries, preparing mail.
• Organize the life of the project office: inventory management and acquisition of equipment, software, and project office supplies, etc.

DURATION OF THE MISSION, LOCATION AND MATERIAL RESOURCES:

The provisional duration of the mission is 12 months, renewable based on performance over the duration of the project (48 months).

The administrative and financial manager is based in Bissau. The project team will be located in a dedicated project office.