Based in Expertise France coordination office in Paris, the Support Services Coordinator will oversee and manage the comprehensive grant, financial, administration/HR, logistics , procurement and IT framework of the Facility in cooperation with other MS agencies, while supervising specifically EF grant with European Union. This includes establishing and monitoring grant systems, ensuring compliance, managing financial planning, supervising administrative functions, and providing leadership to the Facility Support Services Unit (some team members are based in Paris, while others operate from Addis Ababa). Coordination with MS agencies, stakeholders, and active participation in internal and external meetings further characterize this multifaceted role.

Reporting to the Team Leader at the RTIA-Facility Coordination Office in Paris, the Support Services Coordinator will directly manage a five-person team - comprising a Administration & Finance Officer, a Logistics/Finance & Administration Assistant, a Procurement and Contracts Officer and an IT Officer in Paris office, plus a Administration & Finance Officer in Addis Ababa office. In addition, the Coordinator will provide functional oversight and technical guidance to support staff embedded within the implementing agencies of other Member States, to ensure harmonisation of administrative, financial, procurement, and digital practices across the programme. He/she will be responsible for the following key duties:

Responsibility 1: Grant Management

• Set up and monitor the overall grant management system in the Facility and at EF level, in cooperation with MS agencies, ensuring compliance with EU and Expertise France procedures and requirements.
• Establish a robust archiving system from project onset to ensure accessibility of all documentation (both physical and digital) for seamless team operations, smooth personnel transitions, and audit compliance.
• Ensure adherence to donor and organizational regulations throughout the grant lifecycle.
• Track and manage grant budgets, identifying variances and proposing adjustments when necessary.
• Oversee the preparation and submission of timely and accurate reports to donors.
• Identify and mitigate risks associated with grant implementation, including financial, operational, and compliance risks.
• Provide support and training to grant partners to enhance their capacity for effective grant utilization.
• Prepare for and facilitate audits and evaluation, ensuring proper documentation and compliance.

Responsibility 2: Finance

• Supervise the Admin & Finance Officer, who oversees the day-to-day management of finance tasks, with the support of an Admin & Finance Assistant.
• Provide overall financial planning support to the Facility Team Leader, advise on spending and financial spending strategies, provide accurate financial outlook of the Facility on a regular basis.
• Constantly check the integrity and robustness of financial procedures, possible mismanagement and suggest corrective actions to minimise losses.
• Consolidate and review timely and accurate financial reporting for all the Facility components, in accordance with deadlines and contractual terms.
• Manage agreements and services with banks and other financial institutions.
• Monitor and regulate the movement of cash, liquidity management, the bank transactions and transfers, beyond the set of internal controls.
• Support the overall management, planning, and implementation of EF-managed budget (Windows 1 and 2) according to contractual budget.
• Lead the development and revision of EF budget forecasts whilst ensuring consistency between budget planning and operational planning. Identify any discrepancies and propose and implement necessary adjustments.

Responsibility 3: Administration/HR/Logistics

• Supervise the Administration & Finance Officer, who oversees the day-to-day management of administrative, HR, and logistical tasks, with the support of an Admin & Finance Assistant.
• Ensure a smooth and compliant administrative working environment for the Facility Implementation Team (FIT), through robust internal controls, regular reporting, effective coordination with MS agencies, and internal audits as needed.
• Ensure that the procedures manual is implemented and that it is sufficiently robust and up to date.
• Oversee the establishment and legal maintenance of EF’s presence in Ethiopia, including the setup of an EF office in Addis Ababa in coordination with the French Embassy, and the management of legal and administrative agreements (e.g., VAT exemption).
• Ensure efficient HR processes are in place and implemented, including onboarding, preparation of workspaces, equipment setup, leave and travel management for staff and experts, and follow-up of visa procedures for international personnel.
• Coordinate travel and logistical arrangements for all missions, field visits, and events, including ticketing, accommodation, per diems, and venue logistics, for both EF staff and deployed experts, in close collaboration with the Admin & Finance Officer.
• Supervise logistics and asset management, including inventory, maintenance, and allocation of office equipment, IT assets, and supplies, ensuring traceability, proper use, and compliance with internal rules.
• Ensure that safety and security protocols are defined, implemented, and followed by all team members (mission security clearance, etc.), in collaboration with the Facility Team Leader, and act as focal point for security-related matters.

Responsibility 4: Procurement and Contracts

• Supervise the work of the Procurement & Contracts Officer, who is responsible for the day-to-day implementation of procurement procedures and contract management tasks.
• Ensure compliance with internal and donor procurement rules, by overseeing the planning and execution of procurement processes (framework contracts, competitive tenders, direct awards) and validating key documentation.
• Coordinate the preparation and review of procurement dossiers, including technical specifications, terms of reference, financial evaluations, and approval workflows, in collaboration with internal teams.
• Monitor contract implementation across projects, including deadlines, deliverables, and budget tracking, and oversee the processing of amendments or performance issues as needed.
• Liaise with MS agencies to ensure consistency and quality of procurement approaches, foster alignment with shared guidelines, and support joint or delegated procurement processes when applicable.
• Contribute to procurement capacity strengthening, by providing guidance, tools, and training to project teams and partners, and ensuring the continuous improvement of procurement systems and practices.

Responsibility 5 - IT Systems and Digital Tools Coordination

• Supervise the IT Officer, who is responsible for the day-to-day support, troubleshooting, and implementation of digital solutions in support of programme operations and team efficiency.
• Oversee the definition of IT and digital needs across the Facility, and ensure that tools and systems are aligned with programme requirements and user needs, both at coordination and implementation levels.
• Supervise the development, customisation, and maintenance of operational and financial management tools, including dashboards, trackers, and databases that support planning, reporting, and decision-making.
• Ensure effective deployment and institutional ownership of the Programme Management Tool (PMT) and the Microsoft 365 environment (SharePoint, OneDrive, Teams, etc.).
• Promote staff proficiency and consistent use of collaborative platforms and shared data environments.

Responsibility 6: Team Leadership and Coordination

• Lead, manage, and guide the Facility Support Services Team, through a direct (EF) or a functional link (MS agencies)
• Maintain close coordination with MS agencies on logistics, finance, HR, IT and administration-related topics and ensure a proactive communication with all relevant stakeholders.
• Share and coordinate administration and finance related information with the Facility Team Leader and other staff and attend any relevant internal coordination meetings.
• Liaise with the donor, especially as relates to issues of compliance, reporting, payments and audit.
• Participate in workshops organised by the Facility as well as in the Initiative's governance bodies, when necessary and relevant.

The described tasks involve the necessity to network and interact with a multiplicity of staff and institutions from EU and Sub-Saharan countries and require readiness and ability to travel abroad when necessary.