The Project Assistant will provide logistical, administrative, operational, and monitoring support to the Project Officers responsible for Gender Equality & Women Empowerment, Social Protection & Care Policies, and Health. He/she will play a critical role in the efficient and timely execution of project activities in target countries/regions, contributing significantly to ensuring effective delivery of technical assistance, event organization, administrative compliance, and smooth project implementation. The Project Assistant will work under the supervision of the Administration & Finance Officer at Expertise France, and under the overall authority of the Head of Component 1 (Expertise France Project Manager). The Project Assistant will also maintain a functional reporting line to the Head of the Coordination Unit to ensure coherence with the broader project structure and operations.

Responsibility 1 - Operational and Logistic Support

• Organize logistical aspects for internal and external events including seminars, workshops, steering and technical committees, study visits, and training sessions.
• Coordinate experts' missions including travel arrangements, flight bookings, hotel reservations, and managing per diems and expenses.
• Assist in sourcing and selecting suppliers and service providers, ensuring adherence to procurement rules and compliance with Expertise France procedures.
• Prepare and follow up on service and procurement contracts, maintaining necessary documentation and ensuring contract conformity.
• Maintain updated contact lists of stakeholders, experts, partners, and other relevant parties.
• Coordinate and oversee the translation of documents (administrative and technical) as required.
• Support the planning and execution of project-related communication and outreach events (webinars, workshops, etc.).

Responsibility 2 - Administrative and Financial Management Support

• Collaborate closely with the Administration and Finance Officer, ensuring accurate administrative and financial management of project activities.
• Manage administrative documentation, ensuring proper filing (digital and physical) and compliance with archiving procedures.
• Support preparation of necessary administrative and financial reporting (internal, donor, audits, public administration).
• Contribute to monitoring and updating of financial databases and project expenditures, supporting financial tracking and compliance audits.
• Follow-up payment of providers and correct completion of the services contracted.

Responsibility 3 – Reporting and Filing

• Regularly update project databases, supporting data collection, processing, and reporting, including reporting to the MEAL Officer.
• Assist in preparing documentation and records for internal and external audits, ensuring accuracy and accessibility of information.
• Maintain operational management tools, including expert databases and activity tracking tools (actions, beneficiaries, etc.), in close coordination with the Coordination Unit
• Contribute to periodic administrative and operational reporting.
• Archive all procurement and contractual documents in accordance with internal procedures.
• Provide required documents and explanations of implemented procedures in case of an audit.

According to operational priorities, the Project Assistant may be required to perform additional tasks and support other components or activities of the programme. The outlined responsibilities necessitate establishing connections with the programme teams of MS agencies in Europe (Paris, Madrid and Rome) with occasional travel in the Latin America and Caribbean region depending on project requirements.