Expertise France recruits for this project a Administrative and finance Project Assistant. Under the supervision of the project manager and the Financial and Administrative Manager (FAM), the Field Project Assistant will provide critical support for the administrative, financial, and logistical operations of the project at the field level. The role will involve managing local cash flow, overseeing the local bank account, supporting office operations, maintaining financial and administrative records, and ensuring the proper reconciliation of financial data.

The Field Project Assistant will work closely with field teams, local partners, and the headquarters team in Paris to ensure the smooth implementation of project activities in compliance with Expertise France’s procedures and donor requirements.

Key Responsibilities:
 

1.    Financial and Treasury Management
Manage day-to-day cash flow and ensure the proper handling of the local bank account (monitor balances, execute transfers, and withdrawals).
Perform monthly bank reconciliations and report discrepancies to the FAM.
Prepare and submit supporting documents for expenses to the FAM for validation.
Maintain an accurate record of expenditures in compliance with internal procedures and donor requirements (advances and expenses journals)
Process payments to local suppliers and service providers promptly.
 

2.    Administrative and Logistical Support
Oversee the operational functioning of the project office, including supply and equipment management.
Organize and maintain financial, administrative, and logistical archives according to Expertise France standards.
Maintain an up-to-date inventory of office assets and equipment, ensuring proper documentation and tracking.
Support the logistical coordination of events, training sessions, and missions conducted as part of the project.
Manage local contracts related to office operations (suppliers, leases, maintenance, etc.).
 

3.    Accounting and Operational Support
Assist in the preparation of financial reports related to field operations.
Collect and send financial documentation to FAM or headquarters or the FAM on a monthy basis.
Support internal and external audit processes by preparing the required documentation.
 

4.    Collaboration and Communication
Act as a liaison between the field office and the Paris headquarters to facilitate smooth communication and information sharing when necessary.
Attend project meetings and contribute to identifying administrative or logistical challenges.