As part of its project team, Expertise France is recruiting a Finance and Administration Officer who will be responsible for performing a certain number of tasks relating to 1/ payment processing, 2/ procurement and contract management, 3/ compliance and audit management, and 4/ assistance with operations. He/she will report to the Finance and Administration Coordinator and will be expected to provide secondment of the Finance and Administration Coordinator when she is unavailable.

Main tasks:

1.      Payment processing:

·      Control that the supporting documentation for payment requests is in order

·      Coordinate with other project team members, contractors and grant recipients to obtain missing supporting documentation if necessary

·      Prepare and submit the payment authorisation forms

·      Prepare the bank transfer authorisation requests

·      Ensure that the payment records have been accurately captured into the accounting system.

·      Archive all of the documents and information onto the project’s document management system

·      Communicate to all issuers of payment requests on the status of their payment request

2.      Procurement and contract management:

·      Take part in the preparation of procurement procedures (RFQs, call for tenders…)

·      Take part in the assessments of tenders

·      Communicate with prospective suppliers or selected suppliers

·      Assist in the monitoring of the contracts awarded to suppliers

3.      Compliance and audits management

·      Monitor compliance of activities with Expertise France’s policies and procedures.

·      Support the preparation and coordination of run-up audits on the expenditure of the Port Moresby office

·      Support the preparation and coordination of audits of grant recipients

·      Assist the head office on all matters involving project expenditure verification audits

4.      Assistance with operations

·      Provide various forms of operational assistance upon request to the project colleagues and consultants/experts.

·      Provide support to coordinate visa issuance and other arrangements for international experts/consultants traveling to PNG

·      Provide support for all travel arrangements to support workshops/meeting including flight bookings and hotel reservations

·      Apply Expertise France’s requirements in terms of harmonized filing (hard and soft files)

·      Keep track of all project correspondences

·      Keep track and follow-up on all programme/operations admin tasks and deadlines.

·      Take part in meetings and exchanges with key partners and contribute to effective and clear communication and coordination

·      Manage office supplies (stationery's/printer cartridges etc.) and re-order when necessary