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Ref.
2025/ADPPP/12572

Job offer type
Headquarter positions

Type of contract
CDDU

Activity sectors
Education, Higher Education and Research

Deadline date
2025/03/10 10:50

Duration
12 mois

Mission description

Based in Expertise France's coordination office in Paris, the Project 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 project. His/her responsibilities encompass a wide range of functions to ensure the smooth operation and efficiency of the project's administrative and financial processes. Additionally, the Project Assistant will support the updating of operational management tools, maintain contact lists, compile documentation related to project activities, prepare administrative reports, oversee document translations, ensure proper archiving procedures, and assist in organizing webinars and workshops. He/she will also collaborate closely with EF Project Assistants based in the ECOWAS and EAC regions to ensure proper support to financial, administrative, and human resources tasks, and liaise with the Finance and Logistic Officers of other implementing partners (ADEA and EDUFI).

 

Under the hierarchical supervision of the Administration & Finance Manager, the Project 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 Administration & Finance Manager 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.
  • Support the monitoring of partners’ grant contract financial execution in alignment with their provisions, especially regarding payments, reporting, and potential modifications (amendments).
  • 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.
  • Keep track of HR leave and travel, including that of expatriates.
  • 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.
  • Ensure the application of archiving procedures, including the handling of supporting documents and filing both electronic and paper documents.

 

Responsibility 3: Logistics and Procurement

  • Support the organization of events necessary for the deployment of activities (webinars, workshops, etc.).
  • Support the dissemination of ToRs in relevant networks (EF website, LinkedIn, mailing lists, etc.) to identify required expertise in Europe and Africa.
  • Assist in coordinating the logistical aspects of field missions and workshops for PEERS team and experts, including tasks such as booking transportation and accommodation, handling visa requests, and managing perdiem/allowance advances.
  • Support the preparation of public tenders and grants, overseeing the dematerialization of procedures, including the creation of consultations, receipt of offers, and electronic communication with candidates.
  • Compile 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.

 

Responsibility 4: Operational Support and Reporting

  • Support the updating of key operational management tools (budget forecast, activity planning and monitoring tool, experts database, etc.).
  • Update contact lists of relevant individuals and stakeholders involved in PEERS interventions.
  • Archive and maintain relevant information on activities supported by the project.
  • Support the collection and tracking of supporting documents (boarding passes, invoices, etc.) and deliverables submitted by mobilized experts, and conduct a preliminary quality control.
  • Aid in the preparation of any obligatory administrative reporting (internal, donors, public administration, etc.).
  • Ensure the application of archiving procedures, including the handling of supporting documents and filing both electronic and paper documents.

 

The described tasks involve the necessity to network and interact with a multiplicity of staff and institutions in Europe, in ECOWAS and EAC regions and require readiness and ability to travel abroad when necessary.

 

Project or context description

The Africa-Europe Partnership to Exchange on Education Reforms (PEERs) is a project funded by the EU through the Education Section (G3) and the Regional and Multi-Country Programmes for Africa Section (A2) of DG INTPA. The project aims to accelerate progress toward SDG 4 by fostering enhanced regional cooperation in education across Africa and between Africa and Europe. It specifically supports two Regional Economic Communities (RECs)—the Economic Community of West African States (ECOWAS) and the East African Community (EAC)— in strengthening their coordination roles and building the ownership and capacity of their Member and Partner States to address the education agenda effectively.

The Regional Economic Communities in Africa have a critical role to play in coordination and providing platforms for peer learning towards the implementation of Continental Education Strategy for Africa (CESA), SDG 4 and the education goals of the RECs themselves. However, they face several constraints limiting their ability to fully play such coordination role. These limiting factors are mainly related to institutional capacities; funding for coordination, peer learning and implementation of activities; conflicting priorities; poor coordination due to membership of Member/Partner States in several RECs and diverse languages; weak coordination and peer learning mechanisms amongst the RECs; and non-inclusion of RECs and Member/Partner States in the African Union clusters.

The PEERs project will therefore pursue the following specific objectives over the next 5 years:

  1. To enhance cooperation between and within the ECOWAS and EAC regions in the design, implementation and monitoring of quality, gender-responsive, inclusive, green and digital education policies
  2. To increase the mutual learning and the effective transfer of good practices and tools on quality, gender-responsive, inclusive, green and digital education between the EU, ECOWAS, EAC and their Member States;
  3. To leverage evidence and promote knowledge exchange for enhanced evidence-based quality, inclusive, gender-responsive, green and digital education policies in ECOWAS and EAC regions. 

The PEERs action will be funded by the European Union and be co-implemented by a partnership formed by 3 agencies, two state agencies (Expertise France for France and EDUFI[1] for Finland), and a regional association for education (ADEA[2]). Expertise France has been designated the Coordinating Agency for this partnership.

The duration of the action is scheduled from March 2025 to February 2030 (60 months) with a budget of 15.000.000 EUR.



[1] Finnish National Agency for Education

[2] Association for the Development in AFRICA

Required profile

Required Skills:

  • Relevant university degree related to accounting, administrative and financial management (or any related field: procurement, logistics, law, HR, etc.).
  • Good general knowledge of finance, administration, logistics, and HR-related tasks.
  • Previous knowledge of EU and Expertise France’s finance and administrative management tools and processes is an asset.
  • Technical knowledge of filing and archiving rules.
  • Capacity to liaise and coordinate with various actors including financial services and suppliers.
  • Good planning, organisational, interpersonal and communication skills. Good team spirit.
  • Ability to prioritize tasks and work under pressure/respond to urgent requests.
  • Self-starter with the ability to work independently with minimal supervision.
  • Full command of standard computer applications (Microsoft Office)
  • Fluent French and English spoken and written skills are essential. Other languages desired : Portuguese.

 

Required Experience:

  • Successful experience of at least 2 years in a position as Project Assistant, Accountant, Accounting Assistant, Financial Assistant, Administrative Assistant, Logistic Assistant.
  • Previous experience in international cooperation or development aid sector for public agencies, INGO or other international agencies is an asset.
  • Experience in contract preparation and management, including interactions with external contractors, suppliers, and consultants.
  • Proven experience in logistical coordination for field missions, including booking transportation, accommodation, and handling visa requests.
  • Experience in working and coordinating with international and national partners, government, and donor agencies is an asset.

Additional information

Job location: Paris, France 

Contract information: the contract period is for 12 months (yearly renewable up to 5 years). We offer an EF contract with a competitive salary and benefit package which includes comprehensive insurance cover, social security, pension contribution, etc.

Starting date: as soon as possible (April 2025)

 

Documents to be provided:

  • A CV
  • A cover letter
  • Three business references including email and telephone contacts

Applications must include the project reference: 23PSE0C362 - PEERS / Project Assistant.

Candidates interested in this opportunity are invited to submit their application as soon as possible. Expertise France reserves the right to pre-select candidates before the recruitment closing date.

Deadline for application : 2025/03/10 10:50

Expertise France is the public agency for designing and implementing international technical cooperation projects. The agency operates around four key priorities :

  • democratic, economic, and financial governance ;
  • peace, stability, and security ;
  • climate, agriculture, and sustainable development ;
  • health and human development ;

In these areas, Expertise France conducts capacity-building initiatives and manages project implementation, leveraging technical expertise and acting as a project coordinator. This involves combining public sector expertise with private sector skills to drive impactful results. 

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