Based in Expertise France coordination office in Paris, the Administrative and Finance Officer plays a crucial role by offering comprehensive assistance in financial matters, administrative and human resources tasks, as well as handling logistics support for the Facility. His/her responsibilities encompass a wide range of functions to ensure the smooth operation and efficiency of the Facility's administrative and financial processes.

Under the hierarchical supervision of the Support Services Coordinator, the Administration and Finance Officer will directly manage the Admin & Finance Assistant based in Paris and maintain a strong functional link with the Admin & Finance Officer based in Addis Ababa. He/she will be responsible for the following tasks:

Responsibility 1 : Finance and Accounting Management

• Supervise the Administration & Finance Assistant, who perform the day-to-day finance and accounting tasks,
• Process payments from the cash register, adhering to applicable thresholds and follow-up procedures, including the recording of cash vouchers.
• Maintain a daily cash journal by entering expenses.
• Perform daily self-checks of the cash journal and physical cash, overseeing advances, and processing cash replenishment requests.in accordance with EF procedures.
• Conduct weekly and monthly cash inventories.
• Assist in preparing monthly bank reconciliations.
• Submit the cash journal to the Support Services Coordinator for monthly control and consolidation, as part of the monthly accounting pack.
• Adhere to financial security rules as per EF procedures.
• Monitor cash flow, anticipate expenses, and submit replenishment requests.
• Assist in the preparation of internal and external audits by ensuring the completeness, accuracy, and traceability of financial documentation.
• Contribute to addressing observations and recommendations from oversight and audit bodies.

Responsibility 2: Financial Oversight of Activity Implementation

• Prepare and monitor the financial and administrative components of contracts (experts, suppliers, partners), in coordination with the Procurement and Contracts Officer and with support from Administration & Finance Assistant.
• Maintain complete, auditable records for all contracts and financial dossiers, ensuring accurate documentation and compliance with EF and EU financial procedures.
• Validate cost estimates, per diem calculations, and expenditure justifications for expert missions and CAP implementation activities.
• Track financial commitments, disbursements, and variances related to service contracts and expert deployments.
• Contribute to real-time expenditure tracking and forecasting, and support periodic activity budget revisions based on actual implementation data.
• Support the preparation of financial summaries and variance reports for mission and CAP level tracking.
• Participate in financial risk assessments and compliance checks prior to payment execution.

Responsibility 3 : Administration and HR

• Supervise the Administration & Finance Assistant, who perform the day-to-day administrative and HR tasks
• Maintain and improve HR systems and processes, including onboarding, workspace setup, IT access (in coordination with the IT Officer) leave and travel management, and payroll tracking for EF staff and deployed experts.
• Support the preparation and monitoring of contracts for service providers, suppliers, and consultants, ensuring administrative compliance and proper documentation, in coordination with the Procurement and Contracts Officer.
• Oversee administrative reporting and archiving, including donor, internal, and government-required reports, as well as the filing of supporting documents in both paper and electronic formats.
• Ensure legal and administrative compliance for EF’s presence in Ethiopia, including office setup and maintenance in coordination with the French Embassy and management of agreements such as VAT exemption.
• Follow and update relevant administrative and labor regulations, including visa and work permit procedures for international personnel, and inform the Facility Team Leader of any changes.
• Facilitate internal audits and control mechanisms, and liaise with EF headquarters and Member State agencies on administrative and HR matters as needed.
• Coordinate the translation of key administrative and programmatic documents to support internal and external communication.

Responsibility 4: Logistics and Event Management

• Supervise the Admin & Finance Assistant, who perform the day-to-day management of logistical tasks
• Coordinate travel arrangements for EF staff and deployed experts, including flights, accommodation, per diems, and ground transport
• Organize logistical aspects of missions, field visits, and events, such as venue booking, catering, equipment setup, and participant support.
• Oversee the inventory and allocation of office equipment, IT assets, and supplies, ensuring proper tracking, maintenance, and compliance with internal procedures.
• Maintain up-to-date assets and stock records, regularly updating logs and ensuring traceability of all equipment.
• Ensure the implementation of safety and security procedures, including mission clearances and risk mitigation measures, in coordination with the Support Services Coordinator.

The outlined responsibilities necessitate establishing connections with the administrative and finance units of MS agencies in Europe, along with EF personnel based at the Addis Ababa office in Ethiopia.