Key Responsibilities

Under the supervision of the Project Leader and with guidance from the Financial and Administrative Manager, the Project Assistant plays a pivotal role in supporting the administrative, financial, and logistical management of the project. S/he is responsible for the following tasks:

Administrative support: 

• Maintain and update databases relevant to project management, including information on local stakeholders, providers, and partners’ focal points.
• Contribute to administrative, financial, and human resources tasks, including processing and negotiating with service providers, budget monitoring for mission organization, and controlling travel costs.
• Handle the indexing, filing, and archiving of documents associated with project expenses.
• Contribute to taking notes during meetings, sending out the minutes, preparing the agenda, obtaining participation confirmations, etc
• Support the organization of project Steering Committee meetings and Technical Working Group meetings

Logistics and procurement support

• Organize logistics for team or expert missions by arranging travels, booking accommodations, locating venues, handling visa or administrative formalities, and preparing administrative aspects in line with Expertise France's procedures.
• Manage logistics for project activities, such as training/workshop/conference organization, direct booking of meeting rooms/venues, preparing contracts with hotels or service providers, organizing catering arrangements, booking of direct translation services, circulating attendance sheets, sending out invitations, collecting and archiving support documents as per audit requirements, and ensuring smooth operation of the office by maintaining supplies and consumables.
• Organize logistical aspects of trips abroad, including various reservations, transportation, and managing required administrative procedures.
• Ensure, in close cooperation with the Project Leader, that all the established contracts comply with the project procedures; and if needed conduct procurement procedures for contracts that exceed the commitment thresholds of the simplified commitment procedure authorised by EF.
• Participate in some activities abroad; involves travelling for several days at a time.

 Financial support

•  Support the processing and monitoring of payments to external supplier and experts, including follow-up, sending reminders, administrative registration, asking for invoices and/or supporting documents to be revised when necessary, etc.
• Assist in the collection and verification of supporting accounting documents and prepare for payment following Expertise France's procedures
• Ensure daily financial monitoring and recording of the project expenses using EF tools and following EF’s procedures
• Support the Project Leader in the preparation of monthly budget monitoring and forecasting reports
• Actively participate in audits

 Communications and documentary activities

• Share communication on the project on social networks
• Edit project reports
• Correspond with project partners, including governmental institutions