As part of its future action to implement the WASOP project, Expertise France is looking for an Administrative and Finance Manager.

The position reports directly to Project Director and liaises with the financial and administrative services at the Paris headquarters. The role involves;

-          applying and monitoring administrative and financial management procedures for all project operations at Expertise France's office in Cape Verde;

-          supervising the administrative and financial team (procurement officer, logistic and events officer, accountant, HR & administrative assistant, etc.);

-          preparing internal and external financial reports and audits for the project.

Specifically, the Administrative and Finance Manager will:

1.      Administrative and financial management

The Admin & Finance Management will be responsible for all key administrative and financial management tasks on a regional / national level:

• Handle all administrative and financial procedures on a macro level, i.e. VAT exemption requests, tax systems, declarations, etc.;
• Remain informed about changes in national laws and policies;
• Build and maintain relationships with national administrative authorities, in harmony with the AFD group;
• Draft, supervise and control the implementation of administrative, financial, and human resources rules and procedures;
• Manage HR issues in collaboration with the HR solutions firm.

Support to the operational team:

• Ensure, in collaboration with the grant officer, proper financial and accounting follow-up of all grants;
• Ensure project-wide compliance with archiving policy.

2.      Support team management

The Administrative & Finance Manager will be responsible for overseeing and delegating daily admin / finance management tasks with the Support team, including:

·         Supervising accounting management, in coordination with the Accountant:

o   Ensure implementation of payment procedures and proper accounting practices;

o   Quality-control on all accounting documents and records, including bank and cash journals;

o   Oversee the preparation of monthly, quarterly, and annual accounting closing documents;

o   Oversee semi-annual accounting closings with the administrative team.

·         Supervising cash flow management, in coordination with the Accountant:

o   supervise cash flow forecasts,

o   supervise fund reception from the headquarters,

o   define and oversee processes ensuring the security of funds.

·         Supervising logistics and procurement officers:

o   Supervise office contracts (rent, framework agreements, etc.) in liaison with the procurement service and relevant departments at the headquarters;

o   Participate in procurement procedures (evaluation, negotiation, etc.);

o   Ensure compliance with EF procurement rules.

• Lead and coordinate the Support team:

o   Participate in the recruitment of the support team, define the operational objectives of each member, organize the division of tasks and responsibilities between team members by relying on the skills of each and on the definition of positions;

o   Organize and lead regular Support team meetings;

o   Support the team in their professional evolution, fostering decentralization strategies: identifying training needs and opportunities;

o   Manage human resources within support team: set goals, interviews, leave management, etc.;

o   Ensure the maintenance of a serene, dynamic and positive working atmosphere, facilitate working relationships as a team and ensure the flow of information between members as fluidly as possible.

3.      Financial planning and reporting

The Admin & Finance Manager is responsible for reporting reliable financial data to EF headquarters and donors. Their tasks will include regular reporting and monitoring exercises such as:

• Ensure availability of reliable contractual and financial information, through regular quality control and monitoring.
• Prepare and track financial follow-ups according to established formats within Expertise France.
• Verify monthly financial follow-ups (expense allocation, consumption, forecasts, etc.) and prepare internal reports for the project team based in Paris, in cooperation with the Deputy Project Manager.
• Prepare external reports to the European Union.
• Prepare and support audits or controls.
• Prepare large internal budget exercises 3 times per year (initial budget, revised budget, and yearly forecast).

This job description is not exhaustive, in general the Administrative & Finance Manager is in charge of overseeing the entire administrative and financial aspects of the project and must carry out all activities necessary.