Under the supervision of the Key Expert in Bogotá, the Operations Officer will be responsible for supporting the operational, logistical and administrative delivery of the EU-LAC Digital Alliance Policy Dialogues programme, ensuring the proper implementation of planned activities. They will work in close coordination with Expertise France’s Project Support Unit (USP) in Bogotá, beneficiary institutions and other key project stakeholders.

ROLES AND RESPONSIBILITIES

1. Project Management
   •    Keep project management tools up-to-date, including activities calendar, budget etc. in close coordination with the Key Expert
   •    Participate in the design of activities: drafting of terms of reference or concept notes, agendas, budgets and logical frameworks
   •    Lead the operational implementation of assigned activities, ensuring quality and the achievement of objectives: establishing Mission Orders, booking flights/trains, visa procedures, identifying hotels and conference rooms, organising airport shuttles, preparing material for the conference room (badges, nameplates, attendance lists, activity evaluation forms, per diem receipts).
   •    Monitor consultants and experts contracted within the framework of the activities (ToR, timetables, deliverables, progress meetings)
   •    Monitor progress and results indicators, consolidating information for internal and external reports.
   •    Support communication, visibility and engagement with key stakeholders (public institutions, technical and financial partners, civil society), in coordination with the Secretariat of the Digital Alliance (GIZ), and the USP Communications Officer if applicable.
2. Administrative and contracts support
   •    Prepare Terms of Reference (ToR), consultation documents and procurement processes for services (translators, interpreters, hotels, conference rooms, shuttle services, etc) and experts, in coordination with the USP’s legal department and in line with EF guidelines and French public procurement law
   •    Verify basic administrative and financial documentation from contractors and consultants prior to final approval
   •    Monitor the operational aspects of assigned contracts (deadlines, deliverables, renewals and closures) and alert the Key Expert as necessary.
   •    Maintain an up-to-date administrative and contracts dashboard for the activities and contracts under your responsibility.
   •    Coordinate tendering processes with the USP’s legal and contracts department.
3.  Finance and budget support
   •    Assist in the preparation of activity budgets (initial and revised) and financial forecasts, in collaboration with the Key Expert and the USP finance department.
   •    Prepare data for internal and external financial reports, ensuring the traceability of information.
   •    Carry out basic monitoring of budget implementation (commitments, actual vs. forecast) in close coordination with the USP’s finance department.
   •    Assist in the collection, organisation and submission of administrative and financial supporting documents to the relevant department.
   •    Maintain liaison with contractors for the collection of administrative and financial documentation (invoices, etc.)
4. Reporting and coordination
   •    Help prepare technical and administrative-financial progress reports for the project, in coordination with the Key Expert and the USP finance department.
   •    Prepare consolidated input for audits, reviews or checks requested by management or the USP; 
   •    Support quarterly internal reporting exercises and prepare documentation at the request of the Key Expert; 
   •    Ensure Project management tools are updated and filed: activities planning; financial planning; etc.
   •    Facilitate communication and the flow of information between the operational team and the project support unit.
   •    Ensure that project documentation is properly filed. 

This description is not exhaustive. More generally, the Operations Officer is responsible for supporting the appropriate operational, logistical and administrative delivery in order to match the project’s objectives.