Based in the Expertise France office in Paris, the Senior Administration & Finance Officer will manage the budget, financial, administration/HR, logistics, and procurement framework of the Regional Programme Inclusive Societies’ component managed by EF, in collaboration with other Member-State agencies. This role specifically involves supervising EF's contribution agreement with the European Union, which includes establishing and monitoring grant systems, ensuring compliance, managing financial planning and supervising administrative functions within the team. He/she will support and supervise cross-functionally the administrative and financial tasks of the project assistants, who are working in support of the project officers in Component 1.

Directly managed by the EF Deputy Head of Project, he/she will have functional relations with the Programme Administrator based in Madrid (FIAP). The Administration & Finance Officer is tasked with the primary responsibilities to ensure the efficient and smooth operations of all administrative and financial processes for EF activities of the Project.

The senior administration and finance officer will have the following tasks and responsibilities (non-exhaustive list):

1.    Budget and finance management
•    Set up and monitor the grant management system at EF level, in cooperation with project assistants and the project team; 
•    Check, consolidate and analyse based on overall budget, the financial information of the action plans with the project team;
•    Track and manage grant budget, identifying variances and proposing adjustments when necessary;
•    Support EF Deputy Head of Project in the overall management, planning, and implementation of EF-managed budget according to contractual budget. 
•    Lead the development and revision of EF budget forecasts whilst ensuring consistency between budget planning and operational planning. Identify any discrepancies and propose and implement necessary adjustments.
•    Prepare and supervise the submission of timely and accurate EF financial reports based on contractual requirements and in collaboration with the program Administrator (FIAP);
•    Ensure adherence to donor and organizational regulations throughout the grant lifecycle.
•    Process payments and maintain daily cash journals, adhering to financial thresholds and EF procedures.
•    Consolidate and review timely and accurate financial information for internal requirements (project revision, RPP) and accountancy closure;
•    To check all justification documents based on EF and donors procedures and requirements;
•    Plan, prepare and facilitate audits, ensuring proper documentation and compliance with EF procedures.

2.    Administration and human resources management
•    Supervise and manage the preparation and implementation of service contracts involving external contractors, suppliers, short-term and long-term experts, when requied.
•    Stay informed about and monitor administrative rules and regulations relevant to the activities of EF, regularly updating the line manager.
•    Participate to the preparation of any obligatory administrative reporting (internal, donors, public administration, etc).
•    Oversee the translation of administrative and program documentation as needed.
•    Participate and support all recruitments processes in the project;
•    Support the induction of new EF team members (paperwork, preparation of workstations, setting up of IT equipment, provision of office supplies, etc);
•    Ensure the application of HR policies;
•    Facilitate with managers the HR administrative follow up of the project team (contracts, holidays, reimbursement of expenses…);
•    Ensure the monitoring and proper implementation of the lease agreement for the coordination office in Paris, in connection with General Services (payments, amendments, etc.).
•    Establish a robust archiving system from project onset to ensure accessibility of all documentation (both physical and digital) for seamless team operations, smooth personnel transitions, and audit compliance.
•    Ensure the application of archiving procedures, including the handling of supporting documents and filing both electronic and paper documents.

3.    Logistics and Procurement
•    Coordinate support for all procurement processes, particularly for the contracting of short term technical/cross-cutting experts for Component 1 and the Coordination Unit
•    Supervise the preparation of logistical aspects of field missions and workshops for EF staff and short-term expert, including tasks such as booking transportation and accommodation, handling visa requests, and managing perdiem/allowance advances.
•    Monitor procurement procedures and ensure that items are accounted for and quality/quantity controlled in stock reports and asset inventory management systems.
•    Ensuring that agreed measures for safety and security are in place and adhered to by all staff, in link with EF Deputy Head of Project
•    Archive all procurement and contractual documents in accordance with internal procedures.

4.    Coordination
•    Support and guide the team of project assistants on administration and finance-related aspects through a functional link 
•    Share and coordinate administration and finance related information with EF Deputy Head of Project and the Administrator (FIAP) 
•    Work in close coordination with the Administration & Finance Officers from other agencies (FIAP, IILA, GIZ, etc.) on logistics, finance, HR and administration-related topics and ensure a proactive communication with all relevant stakeholders.
•    Liaise with FIAP Administrator, especially as relates to issues of compliance, reporting, payments and audit, whenever necessary.