Under the supervision of the Support Functions Manager, 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 office budget and supervises the administrative management of the office (procedures, filing, invoices, compliance with national administrative obligations, etc.).

Main Responsibilities

·       Financial and Budget Management

o   Ensure the availability of all contractual and financial information

o   Prepare and monitor the financial follow-up according to Expertise France’s standard formats.

o   Review monthly financial follow-up (expenditure allocation, budget consumption, forecasts, etc.)

o   Prepare and share monthly internal financial reports with project managers

o   Prepare external reports (donors)

o   Prepare for and support all audits or internal controls

o   Contribute to monthly and annual budget exercises for projects (initial budget, revised budgets, and forecasts)

o   Monitor cost center and staff analytical allocations across projects

o   Propose and implement control measures to ensure data reliability

o   Support project teams in preparing expenditure forecasts

o   Assist the Support Functions Manager and operational staff in preparing budgets for new projects, budget amendments, and internal profitability analyses

o   Oversee the financial and accounting follow-up of subgrants

·       Accounting Management

o   Ensure the proper implementation of payment procedures and sound accounting practices

o   Review bank and cash journals, including performing spot checks

o   Prepare and submit the monthly accounting file to the Expertise France Headquarters Treasury Unit

o   Verify supporting documents before submission to headquarters

o   Check the consistency of accounting data (descriptions, accounting codes, analytical codes, exchange rates, etc.) between the ERP system and Excel files

o   Supervise the control of accounting documents 

o   Ensure compliance with the archiving policy

o   Prepare monthly, quarterly, and annual closing documents

o   Conduct semi-annual accounting closings with the administrative team under the supervision of the Support Functions Manager (including commitments, analytical and accounting allocations, in-kind donations, equipment capitalization, etc.)

·       Bank Account Management

o   Supervise the preparation of cash flow forecasts for each project

o   Once validated by the Support Functions Manager, transmit forecasts to headquarters and monitor fund transfers with the HQ Financial Affaires Department

o   Supervise and monitor the implementation of administrative and financial procedures

o   Propose and contribute to the development or improvement of administrative procedures

o   Supervise compliance with the administrative calendar

o   Oversee both physical and digital filing systems

o   Monitor office contracts (leases, framework agreements, etc.) in coordination with the Procurement Department and relevant HQ services

o   Provide support to logistics and procurement teams (procedures, evaluations, negotiations, etc.)

o   Monitor changes in national accounting and financial regulations

o   Coordinate the declaration and payment of taxes

o   Support the Support Functions Manager in project preparation and development

·       Internal control and risk management

o   Implement and monitor internal control systems to guarantee data accuracy, budget compliance, and accountability;

o   Identify financial risks and recommend mitigation measures;

o   Foster a culture of transparency, compliance, and financial discipline throughout the office.

·       Team Management

o   Prepare and monitor work plans for the administrative and financial team

o   Evaluate the performance of directly supervised staff

o   Ensure proper implementation of work schedules

o   Train administration and finance staff on internal procedures

o   Organize training workshops based on identified needs

o   Participate in the on-boarding and briefing of new team members

This list of duties is not exhaustive. The AFM may also be requested to assist staff with any tasks necessary to ensure the smooth operation of the service.