As part of the Digital for innovation Team Europe Initiative, funded by the EU and implemented with Expertise France, Enabel, ESTDev, GIZ, Haus Institute and RVO, Expertise France is looking to hire a Project Assistant.

Mission Description

Part of the Project Management Unit based in Kigali (8 people dedicated to AEDIB’s project) and under the hierarchical responsibility of the Team leader, the Project Assistant will support the Project Management Unit in all financial, logistical, , and administrative aspects of the project, working closely with the Project Support Unit based in Kigali.

He/She will work daily with all stakeholders involved in the project.

Key Responsibilities (non-exhaustive list)

His/Her main responsibilities will include:

Administrative Management :

• Assist in the administrative coordination of the Project Management Unit (PMU);

• Serve as a point of contact for internal and external office communications, including emails, appointments and visitor coordination

• Handling administrative tasks and formatting working documents

• Updating existing dashboards and project monitoring tools

• Submitting documents for signature

• Ensures compliance with the project filing plan and ensures correct archiving of all the project documentation

Financial Management :

• Is focal point for suppliers in receiving invoices after delivery

• Collect invoices, check their accuracy and ensure completeness of supporting file before sending to payments at the Project Support Unit

• Prepare the project cashflow forecast to ensure availability of funds into the Project Support Unit

• Support with the preparation of budgets and budget tracking if needed

• Assist in preparing financial documentation for internal and external audits, providing necessary explanations and supporting materials

• Assist the Team Leader in updating the monthly financial follow-up generated by the Project Support Unit, check its accuracy and help with the yearly budget planning

Logistics Management :

• Coordinate all aspects of transportation for project team members, including travel bookings, reservations, visa applications, transportation to/from airports, hotels, and meeting locations

• Organize and monitor travel expenses and ensure that they align with project policies;

• Is focal point for the project in expressing workshop organization needs to the Project Support Unit

• Help to organize logistical support for project events, including seminars, workshops, training sessions, steering committees, and project missions (e.g., coordinating venues, arranging meals, liaising with service providers)

• Help to organize and ensure the smooth execution of missions: travel arrangements (air tickets, per diem), security instructions, liaison with the French embassies in the visited countries, preparation of participants' files, management of relations with service providers (hotel, meals, translation services, etc.)

• Help to provide logistical coordination for urgent expert missions or regional events as required