The objective of the mission is to facilitate on a daily basis the adequate implementation of two projects on all aspects related to financial, logistic and administrative management as well as logistics.

The Projects Assistant’s workload on both projects will be distributed as follows:

•  Strengthening Kenya's Cybersecurity resilience – 70%
• FEXTE Connectivity and digital transformation – 30%

Reporting to Project Managers based in Paris (HQ) and in Nairobi, the Project Assistant will be responsible for the following tasks: 

Opening of the project office:

• Assist the HQ team in all matters related to the opening of the project
  • Prospection for premises
  • Negotiations with landlords
  • Supply of furniture, small equipment, stationaries
  • Vehicle Rent
•   Assist in the opening of a bank account (if necessary) and a local cash register
• Liaise with national authorities for administrative matters (registration, tax exemptions, visas …)
• Any other required task.

Administrative management:    

• Supporting the collect, checking and archiving supporting documents related to logistics activities
• Preparing documents for project audits and financial closures
• Managing the project's administrative and secretarial tasks by assisting the staff in the follow-up of the missions of the team and experts (management of shared schedules, technical documents of missions, etc...);
• Follow-up administrative aspects of the experts and partners in activities (timesheets, per diems, presence sheets, etc...);
• Prepare and follow the procedure for application for exemption from VAT with the Kenyan authorities and providers in liaison with the Project Manager;
• Ensure the day-to-day administrative tasks (emails, letters, preparation of documents for meetings, dashboards, minutes of meetings, formatting documents, etc...);
• Support to the publication of procurement in local publications;
• Draft documents in English (concept note, tenders, invitation letters, etc.);
• Recording and filing project deliverables and documents, particularly in digital format, in accordance with Expertise France procedures, in liaison with project manager and HQ in Paris.

Logistic management :

• Business travel Organization for stakeholders (experts, partners, head office staff) in collaboration with the travel provider
• Booking of plane / train tickets & car rental
• Booking of meeting rooms, hotels & airport-hotel transfers in an international context
• Review and verification of itineraries received and cost optimization
• Management of the administrative part of visas and all administrative formalities prior to relocations
• Provide or supports the logistics organisation of events (steering committees, seminars, missions, training sessions, regional events, etc.):  services, catering, invitations, etc.
• Ensure the follow-up of the office supplies and the state of stocks;
• Keep track of maintenance and repairs of the vehicle dedicated to the office in Nairobi, if any (log, maintenance, consumption) or liaise with the car rental provider;
• Support the staff on any other task necessary for the smooth running of the project.

Financial management: 

• Supporting the financial monitoring of the projects and preparing financial monitoring documents
• Supporting financial reports for donors (consolidation) and internal accounting exercises (in collaboration with HQ based managers)
• Supporting expenditure and supplier invoices for specific projects or expenditure not allocated to missions or projects (monitoring, reminders, administrative recording) initiated from head office.
• Supervision of the Cash flow / perdiem distribution
• Follow up on Expertise France procurement process and eligbility of cost for audit purpose
• Ensure the daily accounting treatment (editing, checking of accounting documents, etc.);
• Verification of the supporting documents, accompanying the payment files;
• Implementation of the inventory of furniture, office equipment and consumables;
• Participation in the monitoring of periodic inventories;
• Preparation of the commitment files and verification of budget availability for local purchases;
• When exist, management and monitoring of local bank account expenses (filing of documents, posting and entry of accounts, table of expenses, etc ...)
• Supervision of the physical condition and safety of the cash register and update the cash journal
• Support on the preparation of the quarterly, semi-annual and annual statement of expenditure, including supporting documents.
• Preparation of the periodic financial statements and submission to the Administrative and finance Project Manager based in Paris;
• Supporting the Paris-based Administrative and finance Project Manager in the preparation of financial reports for the project
• Organising and archiving of all accounting documents;
• Preparation of the dispatch of administrative financial archives to EF HQ.

Communication:

• Ensures smooth communication between staff in Kenya and HQ based in Paris

The task list is not exhaustive and may evolve according to the needs of the project.