As the Administrative and Gant Officer for the project “Inclusive Capital Markets for Youth and Women Entrepreneurs in Ethiopia,” you will be in charge of the administrative and logistical activities of the project. You will be responsible for the administrative (Call for projects development, follow-up of selection process, collection, verification, archiving, etc.), and financial management (compliance, efficiency, and transparency) of sub grants awarded to implementing partners in conjunction with the and the Project Support Unit and the Key Experts, who will be responsible for contractual follow-up. This position will be reporting to the project Team Leader. He/she will work in close collaboration with the Project team (composed of a Team Leader, three Key Experts, a Junior Project Officer, an Outreach Officer and MEAL Officer) and the EF Country Support Office in Ethiopia (especially the finance, procurement and logistical teams).

Key Responsibilities include:

Administrative Management:

·       Manage the project's purchases and payments:

o   Collect team’s purchases and missions’ per diem;

o   Verify the conformity of expense vouchers, invoices, and reimbursements related to expert missions, prepare and monitor advances and their balances and forward them to the Project Support Unit finance team;

o   Prepare timely and accurate request for payments to suppliers/ staff for processing by the financial team of EF office in Ethiopia ensuring correctness, validity of information and supporting documentation and forward them to the Project Support Unit finance team;

o   Follow-up on payments in coordination with PSU finance team;

·       Prepare contracts in collaboration with legal team at EF office in Ethiopia;

·       Manage relationships with service providers;

·       Ensures that all official documents are prepared and kept in the project files for retrieval and archiving.

Logistics Management:

·       Be experts' focal point for all questions related to the organisation of missions;

·       Manager service providers (hotels, caterers, translation services, etc.): pre-identification, follow-up of services, quotation negotiation, invoicing ad follow-up of payments in coordination with logistics and facilities unit at the PSU level

·       Contribute to the organisation of seminars and meetings.

Budgetary, Accounting and Financial Management:

·       Support the Team Leader in budget preparation and updating/maintaining budget monitoring tools; Support the Team Leader in the preparation of financial reports for donors and internal accounting and budgeting exercises in collaboration with the Team Leader and the backstopping team in Paris; prepare required documents for audits, assessments and financial reviews, in conjunction with the Team Leader and the backstopping teams in Paris; assist with the review of the operating environment;

·       Assist with risk assessment ;

·       Assist with the regular review of the internal environment;

·       Follow up on commitments (contracts and agreements);

Contribute to knowledge networks by sharing knowledge on financial management and best practices.Grants Management:

-        Grant Cycle Management:

o   Support the Key Experts in the design and launch of Calls for Proposals (guidelines, evaluation grids, eligibility criteria);

o   Support the partner selection process: eligibility checks, technical and financial evaluations, preparation of subgrant agreements;

o   Monitor the full subgrant management cycle (contracting, implementation, reporting, and closure);

o   Ensure compliance with donor regulations and internal organisational procedures;

-        Administrative and Financial Monitoring:

o   Review partner budgets, financial reports after admin-fin unit first check, and supporting documentation;

o   Identify and analyse discrepancies, propose corrective actions;

o   Monitor disbursement schedules and financial forecasts;

o   Support external audits and compliance reviews related to subgrants;

-        Partner Support and Capacity Building:

o   Organise training or coaching sessions of team members and implementing partners on the administrative, financial, and contractual management of grants;

o   Provide regular technical support to implementing partners on management and monitoring tools;

o   Participate in the evaluation of organisational capacities and the development of strengthening plans;

-        Reporting and Coordination

o   Produce consolidated reports on grant management for project coordination and support the admin-fin unit in donor coordination;

o   Ensure good coordination with technical, financial, and MEAL teams;

o   Maintain the grant tracking database and contribute to steering tools.

The following list is not exhaustive; the activities listed are not limited and will evolve as needed throughout the project.