Mission Description

The Administrative and Financial Manager is responsible for establishing an effective administrative and financial service to support the projects.

S/he ensures the implementation and monitoring of all administrative and financial management procedures at country level, as well as the proper deployment of financial tools (including Sage X3) and new internal management systems.

The AFM must have a sound command of financial management principles and best practices; from cash flow management to the preparation of financial reports.

S/he is responsible for the management of the office treasury (cash transfers, payments to donors, etc.) and for the preparation of internal and external financial reports as well as related audits.

The AFM monitors the PSU’s budget and supervises the administrative management of the office (procedures, filing, invoices, compliance with national administrative obligations, etc.).

Main Responsibilities

Financial and Budget Management

•    Ensure the availability of all contractual and financial information
•    Prepare and monitor the financial follow-up according to Expertise France’s standard formats.
•    Review monthly financial follow-up (expenditure allocation, budget consumption, forecasts, etc.)
•    Prepare and share monthly internal financial reports with project managers
•    Prepare external reports (donors)
•    Prepare for and support all audits or internal controls
•    Contribute to monthly and annual budget exercises for projects (initial budget, revised budgets, and forecasts)
•    Monitor cost center and staff analytical allocations across projects
•    Propose and implement control measures to ensure data reliability
•    Support project teams in preparing expenditure forecasts
•    Assist the SSC and operational staff in preparing budgets for new projects, budget amendments, and internal profitability analyses
•    Oversee the financial and accounting follow-up of subgrants

Accounting Management

•    Ensure the proper implementation of payment procedures and sound accounting practices
•    Review bank and cash journals, including performing spot checks
•    Prepare and submit the monthly accounting file to the Expertise France Headquarters Treasury Department
•    Verify supporting documents before submission to headquarters
•    Check the consistency of accounting data (descriptions, accounting codes, analytical codes, exchange rates, etc.) between the ERP system and Excel files
•    Supervise the control of accounting documents 
•    Ensure compliance with the archiving policy
•    Prepare monthly, quarterly, and annual closing documents
•    Conduct semi-annual accounting closings with the administrative team under the supervision of the SSC (including commitments, analytical and accounting allocations, in-kind donations, equipment capitalization, etc.)

Bank Account Management

•    Supervise the preparation of cash flow forecasts for each project
•    Once validated by the SSC, transmit forecasts to headquarters and monitor fund transfers with the Treasury Assistant

Administrative Management

•    Supervise and monitor the implementation of administrative and financial procedures
•    Propose and contribute to the development or improvement of administrative procedures
•    Supervise compliance with the administrative calendar
•    Oversee both physical and digital filing systems
•    Monitor office contracts (leases, framework agreements, etc.) in coordination with the Procurement Department and relevant HQ services
•    Provide support to logistics and procurement teams (procedures, evaluations, negotiations, etc.)
•    Monitor changes in national accounting and financial regulations
•    Coordinate the declaration and payment of taxes
•    Support the SSC in project preparation and development

Team Management

•    Prepare and monitor work plans for the administrative and financial team
•    Evaluate the performance of directly supervised staff
•    Ensure proper implementation of work schedules
•    Train administration and finance staff on internal procedures
•    Organize training workshops based on identified needs
•    Participate in the on-boarding and briefing of new team members

This list of duties is not exhaustive. The Finance Officers may also be requested to assist the Administrative and Financial Unit with any task necessary to ensure the smooth operation of the service.

Position and Reporting Line

Based in Addis Ababa, Ethiopia, the Administrative and Financial Manager (AFM) reports directly to the Support Services Coordinator (SSC) within the Project Support Unit (PSU).

The managerial reporting line is therefore as follows: SSC / Country Director / Geographical Department / Operations Department.

In addition, the AFM functionally reports to and is supervised by the Financial Affairs Department (FAD), based at Expertise France headquarters in Paris, France, as part of the agency’s overall financial and legal oversight structure.

The PSU comprises the Procurement and Contracts, Logistics, Administration/Finance, and Human Resources services; necessary for projects implementation. The AFM therefore works closely with both the PSU team and the project teams within its portfolio.

The AFM leads the administrative and financial unit and supervises the following staff members: two Finance Officers and one Treasury Assistant.