Under the supervision of the Finance & Administration Manager, the Finance & Administration assistant contributes to the operations of the Department. The Finance & Administration assistant is the point of entry for payment files and most stakeholder requests.

Main tasks include:

1. Payments

·       Receive payment files submitted by other departments of the Expertise France Country office;

·       Provide a first-level review of the documentation and ensure payment requests are complete and compliant with Expertise France procedures;

·       Liaise with submitting department in case payment requests are incomplete or incorrect;

·       Consolidate payment requests reports on a biweekly basis and submit the list to the Finance and Administration Manager for approval;

·       Prepare payment authorisation forms for compliant payment requests;

·       Sharing payment schedule and remittance advice to internal and external stakeholders;

·       Liaise with vendors to collect invoices and state of account;

·       Update payment trackers.

2. Petty cash management

·       Custodian of the petty cash box;

·       Perform cash payment in or out of the office;

·       Monitor and document balance of the cashbook;

·       Monitor and document operational advances;

·       Collect cash needs from other departments;

·       Request funds from Finance & Administration Manager when available funds are not sufficient to support the operations;

·       Support preparation of payments reports;

·       Recording cash flows (expenditures, funds transfer, operational advances, etc.);

·       Transmit all relevant information and documentation to the Accountant.

3. Filing, Audit & Compliancy

·       File processed payment according to Expertise France’s filing procedures (physical & digital filing);

·       Maintain a consistent naming nomenclature and indexing methodology;

·       Perform integrity checks (physical & digital filing);

·       Assist audit preparation works;

·       Assist implementation of new procedures or tools.

4. Other duties

·       Participate in covering duties in case of leaves or vacancy;

·       Upon request, perform any task that matches his/her level of responsibility and his/her role in the department.