Based in Madrid, Spain, under local contract, the Project Assistant in logistics and finance will carry out its functions within the framework of the second phase of the EL PACCTO Programme (Europe-Latin America-Caribbean Programme of Assistance against Transnational Organized Crime), funded by the European Union – DG INTPA. EL PACCTO 2.0 is an innovative programme focused on supporting Latin American and Caribbean (LAC) countries in strengthening the rule of law and fighting transnational organized crime.

He/she will assist the Financial Manager, the Project Officer and the overall Expertise France staff in the logistical, administrative and financial management of the planned activities entrusted to Expertise France, in coordination with other Project Assistants. The Project Assistant in logistics and finance will be under the general direction of the Senior Executive Manager, also based in Madrid.

The Project Assistant in logistics and finance will have the following non-exhaustive list of tasks:

Logistical organisation of activities and events

• Participate in the definition of the logistical aspects of missions on the field, trainings, study visits, workshops and seminars to be organized in LAC and the EU.
• Book flight plans in accordance with Expertise France's internal rules.
• Anticipate the steps required for international travels (visa applications, security process, etc.).
• Identify, negotiate, contract and follow up on local services at the mission site: catering, purchase of equipment, interpreters, hotels, transportation, coffee breaks, etc.
• Prepare and follow up on the expense claims (staff, participants and experts).
• Collect supporting documents for archiving and auditing (invoices / boarding passes / signed attendance lists, etc.), in accordance with Expertise France rules in terms of archives.

Support to administrative and financial tasks

• Follow-up of signature and collection of necessary administrative documents, according to Expertise France rules.
• Requests for registration of service providers to the accounting department.
• Support in the drafting and follow-up of purchase orders for experts and short-term service providers.
• Follow-up on the realization of certain services (translation, design, communication).
• Updating of the contract and purchase order tracking table, reporting to the Project Officer and the Financial Manager.
• Receiving and archiving deliverables from experts and service providers, checking compliance with purchase orders and contracts.
• Ensure payments Assist and support the Financial Manager with the accounting / treasury follow-up, as well as auditing.
• Maintenance of the list of expenses.
• Electronic archiving of documents, ensuring the proper maintenance of project files and their accessibility.
• Participate to project’s audits (research and provision of documents).

Specific characteristics of the position:

• High-level and multinational events abroad
• Simultaneous field missions in different countries and for several experts in parallel.
• Remote organization of field activities.
• Many interlocutors, multiple languages (ENG, FR, ES).
• It is important to bear in mind the deadlines for internal processes (public agency).
• Accompany long-term and short-term experts during the preparation and execution of their mission.