As part of its action to implement the cooperation project, Expertise France is looking for an Administrative and Financial Assistant.

Under the managerial responsibility of the Administrative and Financial Manager, whom he/she will support in carrying out administrative and financial tasks, his/her main missions are as follows:

A.             Team Support:

·     Organization of business trips: booking of plane tickets, accommodation, etc.

·     Support in the preparation of invitation letters, mission orders, security sheets, validation of security department of Expertise France, visa applications and expense reports

·     Reception and communication with internal and external interlocutors

·     Coordination of meetings and preparation of the necessary materials: printouts, videoconferencing equipment, etc.

·     Management of human resources under his/her hierarchical responsibility, if necessary

·     Ensure the continuity of the Logistics/Events Manager's tasks in the event of the latter's absence

B.             Support for the organization of events by the project:

·     Support in the drafting of terms of reference for events and project mission

·     Drafting of specifications and service providers for everything related to project events and office management in relation with the procurement officer

·     Support for the selection of service providers and monitoring of the mission of service providers and implementation;

·     Support in the planning and preparation of events (support in the development of retro planning on the administrative and logistical aspects of the preparation of elements, invitations, support in the coordination of service providers: rooms, catering, interpreting, communications, follow-up of attendance list, request for accreditation procedures, participation in events, etc.)

·     Support in the development of logistical programs / roadmaps for the successful realization of events

·     Digital filing and archiving of all final documents as part of the events organized by the project   

C.             Implementation of the logistical and administrative aspects of the project

·     Insurance, communication, asset and premises management, filing, archiving and securing of logistics documentation, operational management of the missions of project teams, headquarters teams and short-term experts mandated by the projects

·     Report on the logistical information in his/her field of responsibility to his/her line manager (the Administrative and Financial Manager)

D.             Office Management

·     Follow-up and management of administrative files: lease, telephony, maintenance of the premises, etc.

·     Assessment of the nature and extent of the needs to be met in the context of the operation (supplies, services) in compliance with the rules and validation procedures established by Expertise France and the donors

·     Establishment of technical specifications and terms of reference for transmission to the procurement officer for the selection of suppliers of goods and services

·     Participation in the establishment of framework contracts for the procurement of goods and services for the operation of offices and related activities

·     Management of supplier relationships and sourcing and updating of the directory of service providers

·     Management of service providers responsible for the maintenance and upkeep of offices and equipment: evaluation of services rendered, verification of invoices, payment

·     Management of the inventory of the project's documentation and paper media: brochures, flyers, kakemonos, brochures, goodies, etc.