The Project Operations Officer is based in Kigali and reports directly to the Project Team Leader, also based in Kigali. The position works in close liaison with the Project Manager at Expertise France HQ (Paris) and with the Projects Support Unit (USP), that provides transversal administrative and financial services.

The Project Operations Officer is the project’s key operational link between strategic and programmatic decisions, on the one hand, and their administrative and financial execution, on the other. He/she ensures that all project activities are properly planned, contracted, monitored, documented and reported in compliance with Expertise France’s procedures and the European Union’s contractual requirements.

Responsibilities

1. Operational and programmatic management

·         Assist the Project Leader in planning, implementing and monitoring all project activities across the four priority axes;

·         Coordinate and prepare meetings with national partners (University of Rwanda, Rwanda Polytechnic, Rwanda Biomedical Centre) and international partners, and follow up on decisions and action points;

·         Monitor implementation against the project workplan; flag delays, raise alerts and propose corrective measures as required;

·         Frame consultancy assignments: draft Terms of Reference, support the selection process, and carry out technical quality control of deliverables produced under the project;

·         Contribute to project accountability and learning processes.

2. Administrative, financial and contractual management

·         Implement and update project management tools and procedures (procurement plan, financial tracking tools) and ensure their consistent application;

·         Prepare and contribute to Expertise France’s internal reporting (reviews, revised budget, action plan);

·         Contribute to the preparation of technical and financial reports required by the European Union; verify budget allocations and ensure coherence between technical and financial data, in liaison with the USP;

·         Manage the procurement cycle end-to-end: update and follow the procurement plan, initiate procedures in liaison with the USP, provide technical inputs at each stage (ToRs, evaluation grids, reception), compile and verify complete procurement files before submission to the Project Leader for signature and transmission for payment;

·         Carry out thorough verification of supporting financial documents (invoices, receipts, contracts, delivery notes) prior to submission for payment, ensuring compliance with Expertise France and EU eligibility rules;

·         Ensure rigorous archiving of all project documents (programme documents, procurement files, financial records) in the relevant folders

·         Coordinate project logistics: organisation of workshops, seminars and international expert missions, in liaison with the USP.

3. Grant Management

·         Monitor the grant agreements concluded with the Rwandan partners, tracking reporting schedules, pre-financing milestones and consumption thresholds against each contract's conditions;

·         Receive and review interim and final financial reports from the partners; compile complete payment files and transmit them to the USP for processing;

·         Coordinate expenditure verification audits with the Audit company for each grant, ensuring adequate lead time and proper preparation of the beneficiary;

·         Ensure comprehensive archiving of all grant-related documents on the internal filing system and provide consolidated financial data for EF internal reviews and donor reports.

This job description is not exhaustive. The Project Operations Officer is expected to support the Project Leader in achieving the project’s contractual objectives and to carry out all activities required for its proper execution.