Assignment description.

Based in Expertise France coordination office in Paris, the Administrative and Finance Assistant 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 management of the Support Services Coordinator and the dual supervision of the Paris-based Administration and Finance Officer and Procurement and Contracts Officer, the Administration and Finance Assistant will also 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

• Prepare purchase orders and collect quotations.
• Register and update vendors in the accounting system, ensuring due diligence and complete supporting documentation.
• Review and validate invoices (first-level control) in line with EF and donor procedures.
• Process and record payments (cash, bank, and credit card) with proper documentation.
• Record daily transactions in the cash journal and ensure timely posting in the accounting system.
• Manage advances, submit replenishment requests, and monitor cash-flow.
• Perform weekly and monthly cash counts.
• Assist in monthly bank reconciliations and ensure credit card transactions are properly documented and compliant.
• Maintain and update Excel monitoring tools for contracts, procurement, and staff travel.
• Support budget monitoring, financial forecasting, and variance analysis.Ensure compliance with EF financial security rules and internal procedures.
• Contribute to internal controls and prepare documentation for audits.
• Maintain systematic archiving of financial documents, invoices, and contracts (paper and digital).

Responsibility 2: Administration and HR

• Support pre-contractual processes by collecting documentation and performing due diligence for experts and suppliers.
• Assist the maintenance of HR records, including staff leave and travel (expatriates and Facility personnel).
• Manage office services, including procurement of supplies, coordination of maintenance and repairs, and support to daily operations of the Paris office.
• Support the preparation of mandatory administrative reports (internal, donor, and public administration).
• Ensure systematic archiving of HR and administrative documents (digital and paper).

Responsibility 3: Logistics and Event Support

• Assist in the preparation of security requirements before any mission departure (e.g. MSC, mission orders, registration for security briefings, etc.).
• Prepare and follow up on visa requests, travel insurance, and other required documentation.
• Coordinate bookings for transportation, flights, and hotels for staff, experts, and participants of Facility-managed events.
• Prepare, track, and reconcile per diem and allowance advances for mission participants.
• Support the coordination of workshops, seminars, steering committee meetings, and other events (drafting checklists, booking venues, catering, and technical equipment).
• Assist with preparing participant lists, sending invitations, confirming attendance, and managing reimbursements when required.
• Ensure printing and distribution of training/event materials and supplies (name badges, folders, stationery, visibility items, etc.).
• Act as the focal point for logistical queries from participants and ensure clear communication of practical arrangements (travel, venue access, agenda, etc.).
• Collect attendance sheets, process feedback forms, and provide logistical input for post-event reports.

Responsibility 4: Procurement and Contracts

• Support the PCO in the preparation of public tenders, overseeing the dematerialization of procedures, including the creation of consultations, receipt of offers, and electronic communication with candidates.
• Assist in the preparation of the necessary documentation for evaluation sessions and project proposal analysis in collaboration with the Facility team, encompassing analysis grids, award minutes, and all documents related to the procurement procedure.
• Compile service contracts and ensure the conformity of bidders.
• Support the monitoring of contract execution in alignment with their provisions concerning counterparties, especially regarding modifications (amendments and other execution acts) and payments.
• Archive all procurement and contractual documents in accordance with internal procedures.
• Provide required documents and explanations of implemented procedures in case of an audit.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.