1.   Tasks description

The objective of the mission is to facilitate on a daily basis the adequate implementation of the two projects on all aspects related to financial, logistical and administrative management.

The Financial, administrative and logistics Projects Assistant’s will be working on both projects. The main manager will be the KCR Project Manager.

The approximatively repartition of the workload will be:

•           KCR project – 70%
•           FEXTE project – 30%.

 Under the responsibility of the Project Managers, the Project Assistant will be responsible for the following tasks: 

1.            

2.            

1.1.           Administrative management:    

• Supporting the collection, verification, and archiving of supporting documents related to logistics activities, payments, contracts, and other administrative processes.

·       Managing the project’s administrative and secretarial tasks by supporting the team in the coordination and follow-up of missions undertaken by the team and experts.

·       Following up on the administrative aspects related to experts and partners participating in project activities (timesheets, per diems, attendance sheets, etc.).

·       Preparing and following up on the procedure for VAT exemption applications with the Kenyan authorities and service providers, in liaison with the Project Managers.

·       Ensure day-to-day administrative support, including management of emails and correspondences, preparation of meeting documents, updating dashboards, drafting of meeting minutes, document formatting etc.

·       Draft project and administrative documents, including concept notes, tender documents, invitation letters, and other official correspondence, in English

·       Liaise with Kenya national authorities on administrative matters, including registration, tax exemptions, visas, and related procedures

1.2.           Logistics management:

• Ensure the overall logistical organization of business travel for experts, partners, and colleagues from HQ in collaboration with the travel provider, including:
  • Booking of plane / train tickets & car rental;
  • Booking of meeting rooms, hotels & airport-hotel transfers in an international context;
  • Review and verification of itineraries received and cost optimization;
  • Prepare and follow the safety authorizations to the Safety Department of Expertise France;
  • Management of the administrative part of visas and all administrative formalities prior to relocations;

o   Manage the advance perdiem request, if necessary.

·       Conduct market analysis of hotels and other service providers (e.g., printing companies) to support small-scale procurement processes;

·       Provide or support the logistical organization of events (e.g. steering committee meetings, seminars, missions, training sessions, regional events, etc.), including coordination of services, catering, invitations, and related arrangements;

·       Ensure follow-up and monitoring of office supplies and stock levels, and maintain an inventory of furniture, office equipment, and consumables;

·       Support the staff on any other task necessary for the smooth running of the project.

1.3.           Financial management: 

• Ensure the payment of suppliers: verification of invoice and supporting documents, follow up with the accounting department of Expertise France, archiving the supporting documents, etc.
• Supporting the financial monitoring of the projects and preparing financial monitoring documents;
• Supervision of the cash flow and perdiem distribution;
• Follow up on Expertise France procurement process and eligibility of cost for audit purpose
• Participation in the monitoring of periodic inventories;
• Preparation of the commitment files and verification of budget availability for local purchases;
• Support the management and monitoring of local bank account expenses (bank reconciliation, filing of documents, posting and entry of accounts, table of expenses, etc.)
• Support the preparation of the quarterly, semi-annual and annual statement of expenditure, including supporting documents.
• Organizing and archiving of all accounting documents and preparation of supporting documents for project audits and financial closures.

The task list is not exhaustive and may evolve according to the needs of the project.