The administrative and financial manager will ensure local administrative and financial management within the framework of the AGEPI project.

Based in Luanda, he/she works under the supervision of the project manager and the head of the "Transparency, public management and accountability" division of the "Governance" department at Expertise France headquarters.

The administrative and financial manager is responsible for:

·       Budgetary, financial and accounting management of the project, cash management and management of the local fund and bank account: recording of expenses on financial monitoring documents, relations with the bank, etc.

·       The award and monitoring of contracts, participation in project service and purchasing contracts: identification of procedures, consultation of service providers, evaluation of offers, analysis of applications in accordance with the French public procurement regulations in force at Expertise France;

·       Administrative and logistical management of the project including the project office.

This includes:

A.      Budgetary, financial and accounting management

·       Design and update management tools, including the administrative and financial procedures manual;

·       Monitor the budgetary consumption of the project and control project costs (permanent cost control activity);

·       Control and verify the commitment of expenses and ensure that all of them are carried out in compliance with internal and external eligibility rules;

·       Ensure up-to-date budget monitoring and meet internal reporting requirements (quarterly and annual closing, budget forecasts, etc.) and external reporting requirements (periodic financial reports, etc.);

·       Ensure the archiving and proper maintenance of administrative and financial documents;

·       Ensure autonomous management of project bank accounts and the project fund (develop payment mandates, prepare and maintain the account journal, etc.);

·       Prepare payments: make Pay Orders (BAP) Expertise France, enter expenses in financial tracking, track payments and archive documents;

·       Draft grant agreements for beneficiary parties;

·       Ensure financial monitoring of grants;

·       Propose budget execution forecasts for the project, consolidate budget forecast exercises, ensure monitoring and analysis;

·       Carry out the quarterly and annual financial and accounting closings of the project;

·       Organize and assist project audit missions.

B.      Procurement and contractualization of experts

• Developing and monitoring the procurement plan for the acquisition of services and supplies;
• Developing and supporting the implementation of the administrative part of the tender processes (the technical part will be developed by the project manager and project experts), as well as the contract award and execution schedules;
• Ensure the monitoring of market publications in accordance with the validated procedure;
• Participating in the process of selecting service providers and awarding contracts;
• Drawing up the terms of reference for the various tender evaluation and contract award committees (role and list of members) and organising them in good time;
• Providing secretarial services to the committees and drawing up minutes of the classification of offers and award of contracts;
• Establishing contracts between the project and the selected service providers or specialists;
• Monitoring the contractual execution of concluded contracts;
• Producing the monthly market situation and contributing to the procurement aspects of the project's financial monitoring report;
• Fill in the financial management tool (Atlas) with the necessary information.

C.      Administrative and logistical management of the project including the project office

·  Ensure that the project's procedures and operations are in line with the EF system in Angola and with the project implementation framework (such as administrative registration of the project, management of tax exemptions and payments, etc.).

·  Organise the logistics of the presence in Angola and travel of the project team and expert missions (purchase of tickets, vehicles, requests for long/single visas), in conjunction with the security/implementation departments when necessary.

·  Organising the logistics of meetings, events and workshops held as part of the project.

·  Helping to arrange appointments, organise work meetings, manage diaries and prepare correspondence.

·  Organising the life of the project office: stock management and procurement of equipment, software and project office supplies, etc.