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.