To support the implementation of this project, Expertise France will set up a project team based in Santo Domingo, within the offices of the INTRANT. The project team will be led by the Project Manager and supported by a Mobility Officer and the administrative and finance officer. Short-term experts will also be mobilised throughout the project and will contribute to the realisation of the project activities. 

Under the supervision of the Project Manager based in Santo Domingo, the Admin and Finance Officer will be responsible for ensuring the proper application of administrative and financial procedures. He/She will ensure the functional coordination of activities and support the project team in implementing project tasks. He/She will work in close collaboration with the project officers supervising the project from the Expertise France headquarters in Paris, and will also count on support departments from headquarters (particularly the financial, legal, and security departments) to help fulfill his/her responsibilities. 

The Admin and Finance Officer will be responsible for the following tasks: 

1.     Financial, Budgetary, and Accounting Management

• Contribute to the development of the annual budget, propose budget execution forecasts for the project, and consolidate monthly budget forecasting exercises;
• Monitor project budget consumption, ensure effective cost control, alert in case of potential overruns, and propose cost-optimization solutions as needed;
• Manage local cash flow (in accordance with established procedures and tools: project bank card, local bank account, or project petty cash): prepare payment authorizations, submit fund requests, update and monitor the cash flow management file, etc.
• Prepare payments: issue and validate Expertise France Payment Orders, record expenses, track payments, and archive supporting documents;
• Review and validate expenditure commitments, ensuring compliance with internal and donor rules;
• Perform monthly bank reconciliations and cash counts, close monthly accounts, and send accounting packages to headquarters;
• Create, maintain and regularly update the financial monitoring tool; comply with internal (semi-annual and annual closures, budget forecasts) and external (annual and final financial reports) reporting requirements;
• Perform monthly reconciliations between the accounting software (Sage X3) and the financial monitoring tool, analyse discrepancies, and initiate any necessary corrections in coordination with the Financial Affairs Department;
• Ensure the accurate and timely completion of the project’s semi-annual and annual financial closures;
• Manage the annual and final financial audits.

2.     Public procurement

• Under the supervision of the project manager, prepare and monitor the procurement plan (provision of goods, services, expertise, etc.) and ensure proper application of procurement procedures in coordination with Legal Affairs;
• Support procurement processes: draft tender documents, procurement timelines;
• Ensure the publication of calls for tenders in accordance with validated procedures and monitor the competitive bidding processes;
• Participate in bid evaluations and provider selection committees; draft contracts and prepare award reports
• Enter contract data into the internal management software, monitor contract implementation, prepare amendments, and ensure proper contract closure.

3.     Administrative and Logistical Management of the Project and Office

• Contribute to the development and updating of the project procedure manual and management tools, ensuring their proper application by the project team;
• Coordinate the archiving (both physical and digital) of project documents and ensure the proper management of administrative and financial documentation;
• Oversee administrative and financial needs of the field office, in coordination with other internal services at Expertise France;
• Participate in project review exercises;
• Manage administrative tasks related to local staff: draft job descriptions, organize recruitment processes, monitor the salary portage contract, leave, payroll, and social security contributions;
• Ensure compliance with the project’s legal and operational framework (e.g., administrative registration, tax exemption, etc.);
• Coordinate logistical arrangements for project team and expert missions (including booking tickets, arranging vehicles, requesting long-term/short-term visas), in coordination with the Operations Security Department when necessary;
• Oversee the logistical organisation for meetings, events, and workshops for the project;
• Support the scheduling of appointments and meetings, calendar management, and drafting of correspondence;
• Manage the daily operations of the project office, including stock control, procurement of equipment, software, and office supplies, and participation in project asset inventory exercises. 

4.     Cross-Cutting Responsibilities

• Ensure compliance with internal accounting, financial, and legal procedures;
• Support and train the project team in adopting procedures and tools, while being proactive in suggesting improvements to these procedures.

This list of tasks is non-exhaustive. The Admin and Finance Officer is responsible for the proper administrative and financial management of the project and may be required to perform any additional tasks necessary for the successful execution of the project.