Based in the Expertise France coordination office in Paris, the Administration & Finance Officer will oversee and manage the grant, financial, administration/HR, logistics, and procurement framework of the TEI Inclusive Societies’ component managed by EF, in collaboration with other Member-State agencies. This role specifically involves supervising EF's contribution agreement with the European Union, which includes establishing and monitoring grant systems, ensuring compliance, managing financial planning and supervising administrative functions within the team. He/she will support and supervise cross-functionally the administrative and financial tasks of the project assistants, who are working in support of the project officers in Component 1.

Reporting to the EF Head of Project (Head of Component 1) and maintaining functional relations with the TEI Administrator based in Madrid (FIIAPP), the Administration & Finance Officer is tasked with the primary responsibilities to ensure the efficient and smooth operations of all administrative and financial processes for EF activities of the Project.

Responsibility 1: Grant Management

• ­Set up and monitor the grant management system at EF level, in cooperation with other MS agencies, ensuring compliance with EU and Expertise France procedures and requirements.
• Establish a robust archiving system from project onset to ensure accessibility of all documentation (both physical and digital) for seamless team operations, smooth personnel transitions, and audit compliance.
• Ensure adherence to donor and organizational regulations throughout the grant lifecycle.
• Track and manage grant budget, identifying variances and proposing adjustments when necessary.
• Oversee the preparation and submission of timely and accurate reports to EF (internally requirements) and to the donor.
• Identify and mitigate risks associated with grant implementation, including financial, operational, and compliance risks.
• Plan, prepare and facilitate audits, ensuring proper documentation and compliance.

Responsibility 2: Finance

• ­Process payments and maintain daily cash journals, adhering to financial thresholds and EF procedures.
• Conduct regular cash and bank reconciliations and manage cash inventories.
• Ensure compliance with financial security rules and contribute to internal controls and audits.
• Monitor cash flow, anticipate expenses, and manage financial reporting and consolidation.
• Consolidate and review timely and accurate financial reporting of EF budget, in accordance with deadlines and contractual terms.
• Manage agreements and services with banks and other financial institutions.
• Support EF Head of Project in the overall management, planning, and implementation of EF-managed budget according to contractual budget.
• Lead the development and revision of EF budget forecasts whilst ensuring consistency between budget planning and operational planning. Identify any discrepancies and propose and implement necessary adjustments.

Responsibility 3: Administration/HR

• ­Supervise and manage the preparation and implementation of service contracts involving external contractors, suppliers, short-term and long-term experts, when requied.
• Stay informed about and monitor administrative rules and regulations relevant to the activities of EF, regularly updating the line manager.
• Participate to 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.
• Oversee the translation of administrative and program documentation as needed.
• Support the induction of new team members in EF coordination office (paperwork, preparation of workstations, setting up of IT equipment, provision of office supplies, etc)
• Ensure that effective HR policies are in place and implemented within the coordination office in Paris.
• Ensure the monitoring and proper implementation of the lease agreement for the coordination office in Paris, in connection with General Services (payments, amendments, etc.).

Responsibility 4: Logistics and Procurement

• ­Coordinate support for all procurement processes, particularly for the contracting of short term technical/cross-cutting experts for Component 1 and the Coordination Unit
• Supervise the preparation of logistical aspects of field missions and workshops for EF staff and short-term expert, including tasks such as booking transportation and accommodation, handling visa requests, and managing perdiem/allowance advances.
• Monitor procurement procedures and ensure that items are accounted for and quality/quantity controlled in stock reports and asset inventory management systems.
• Ensure IT equipment, network, and security protocols are in compliance with EF and donor policy and guidelines.
• Ensure that office supplies are available timely and in sufficient quantity within the coordination office in Paris.
• Ensuring that agreed measures for safety and security are in place and adhered to by all staff, in link with EF Project Manager (Head of Component 1).
• Archive all procurement and contractual documents in accordance with internal procedures.

Responsibility 5: Coordination

• ­Support and guide the team of project assistants on administration and finance-related aspects through a functional link
• Share and coordinate administration and finance related information with EF Project Manager and the Administrator (FIIAPP) and attend any relevant internal coordination meetings.
• Maintain close coordination with the Administration & Finance Officers from other agencies (IILA, GIZ, etc.) on logistics, finance, HR and administration-related topics and ensure a proactive communication with all relevant stakeholders.
• Liaise with the donor, especially as relates to issues of compliance, reporting, payments and audit, whenever necessary.