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Ref.
2025/AFALPA/12789

Job offer type
Field staff jobs

Type of contract
Fixed-term contract (CDD)

Deadline date
2025/03/18 19:00

Contract
Wage portage

Duration
35

Mission description

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.

Project or context description

1. Strengthening Kenya's Cybersecurity resilience 

The overall objective of the project is to support Kenya to strengthen the resilience of the cybersecurity ecosystem of Kenya to ensure that citizens enjoy an open, free, secure, gender responsive and peaceful cyberspace. This will enhance Kenya's overall defense mechanisms against cyber threats thus help mitigate the risks of cyberattacks targeting public and private sector entities and increase users trust. 

The specific objectives of the project are:

  • The national cybersecurity regulatory and legal frameworks are improved
  • The cybersecurity incidents management capacities are strengthened 
  • Users cybersecurity culture and capacities are increased

To reach the objective, the project is expected to achieve 3 interlinked Outcomes:

  • Adoption and implementation of a coherent, holistic, gender responsive, strategic and actionable national approach to cyber resilience is facilitated;
  • National operational capacities to adequately prevent, respond to, and recover from cyber-attacks and/or accidental failures are improved;
  • Trust of users, organisations and companies in the use of the cyberspace is enhanced (from a human rights and gender perspectives).
  • The project will start in March 2025, with an inception phase to have an exact overview of the situation, to identify the needs and to propose the adapted activities.

The core project team is composed of the following: 

  • Project Manager
  • Expert in Cybersecurity
  • Project Assistant (70%)

Short term experts will contribute to the project on a punctual basis, depending on needs expressed by the project partner and activities to be implemented.

2. FEXTE Connectivity and digital transformation 

A. Background and description

The AFD group (AFD, Proparco and Expertise France) conducted a prospecting mission in January 2024 after receiving a technical financial request from the Ministry of Information, Communication and Digital Economy (MICDE). 

Following the mission and numerous technical workshops, the overall objective of the FEXTE-funded project implemented by Expertise France is to contribute to the development of digital public services with a particular focus on the inclusion of women and people with disabilities. 

The activities implemented by Expertise France will aim to strengthen MICDE and the Information and Communication Technology Authority (ICTA) in their methodology for the development of digital public services, inspired by the state start-up methodology developed by beta.gouv through DINUM, and to adapt it to the Kenyan ecosystem (taking into account the programs already implemented or under development). Finally, the cooperation will provide awareness on the accessibility of digital services to users with disabilities by structuring a methodology for the design and adoption of a specific Kenyan reference framework inspired by the French RGAA. This will include the production of elements to facilitate the systematic adoption of this reference framework (kit, audit tools, regulations). To this end, teams will be trained in accessibility and supported by French experts from DINUM and DILA, in particular for auditing, decision-making and verifying corrections throughout the design and development phases of the reference framework.

B. Specific objectives

The structures (MICDE and the ICT Authority), in collaboration with civil society organizations (CSOs), will adopt the French State startup methodology (beta.gouv) and an accessibility improvement methodology.

C. Project Components

1. Component 1: Strengthen the capacities and skills of the concerned actors (public servants and CSO), particularly government decision-makers in terms of data strategy and data governance life cycle mainly the circulation, exploitation, openness and reuse of data; as well as develop the prototype of an API to materialize the capacity building program

2. Component 2: Develop a prototype digital public service inspired by the French government's start-up methodology (beta.gouv), materializing the effects of the capacity-building programme relating to the implementation of the Platform State approach (with the appropriate teams within the administrations: data producers, users, designers, etc.);

3. Component 3: Develop and adopt an accessibility improvement methodology (kit, audit tools, regulation) for drafting and adopting a specific Kenyan reference framework inspired by the French RGAA

Both components 1 and 2 of the project essentially respond to point 1, 2 above (Open Data Platform & Hardware and Business intelligence and Data Analysis Management system and tools), but will also help to give substance to the Open Data initiative with the various stakeholders. Component 3 of the project essentially responds to point 4 above (People with Disabilities (PWD) Systems).

Required profile

Education

A four-year university degree or the equivalent in a relevant field (such as Administrative Services Management, Business Administration & Information System, Accounting, logistics, etc.)

Professional experience

  • 4 years’ of successful professional experience in logistic, administrative and finance (accounts receivable, accounts payable, general ledger maintenance, etc.) management on development projects; 
  • Proven track record of involvement in minimum 2 assignment related to the position; 
  • Experience in project management and European cooperation would be an asset

Skills and qualities required

  • Experience with AFD and EU fundings is a plus;
  • Proficiency in use of spreadsheets, word processing and computerized accounting systems;
  • Be methodical, organized and responsive;
  • Have a sense of responsibility, be proactive and autonomous;
  • Ability to organize effectively, work under pressure with attention to detail, precision and accuracy.

Language skills

  • The working language of the project is English
  • Excellent report writing skills in English is an absolute requirement
  • Knowledge of French is a plus

Additional information

Candidates interested in this opportunity are invited to submit their application as soon as possible, with Expertise France reserving the possibility of pre-screening before that date.

Deadline for application : 2025/03/18 19:00

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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