1.       POSITION

The project team will consist of a Technical Coordinator, an Administrative and Finance Manager, and a Project Assistant. The Administrative and Finance Manager and the Project Assistant will report directly to the Technical Coordinator.

The Administrative and Finance Manager will liaise with Expertise France’s project team in The Gambia, Project Officers, and the Administrative and Finance Coordinators and Assistants from the various departments, as well as with the Operations Directorate.

Within Expertise France’s EU-ISEY project team in The Gambia, the Administrative and Finance Manager will be responsible for financial, human resources, administrative, and logistical matters.

2.       DUTIES AND RESPONSIBILITIES

Working in constant coordination with the project teams, the Administrative and Finance Manager’s main responsibilities are as follows:

2.1 Project accounting management:

The Administrative and Finance Manager is responsible for the following activities:

• -          Ensure the implementation of payment procedures and good accounting-record practices;
• -          Check the consistency of accounting data (descriptions, accounting codes, analytical codes, exchange rates, etc., in the ERP system and Excel files);
• -          Verify the quality of supporting accounting documents: ensure that every field expenditure is supported by valid documentation and complies with Expertise France and project procedures, including competitive tendering, commitment and payment thresholds;
• -          Verify the quality of cash-management tools: ensure that project cash and bank journals are correctly configured and kept up to date;
• -          Monitor cash transactions through monthly and spot checks;
• -          Monitor financial transactions on Expertise France’s bank account, including bank fees, withdrawals and payments, and check cheques and bank transfers;
• -          Supervise the correct numbering, systematic filing, and physical and electronic archiving of accounting documents;
• -          Review the monthly closing of cash and bank journals, including bank reconciliations and cash counts;
• -          Submit monthly closings to Expertise France headquarters after validation by the Technical Coordinator;
• -          Anticipate project cash requirements by uploading funding-request files to the cloud after validation by the Technical Coordinator;
• -          Contribute to accounting and financial close-outs and to annual and final closings for the projects under their responsibility, in close coordination with headquarters;
• -          Ensure compliance with the accounting-document archiving policy;
• -          Ensure that internal-control mechanisms are established and followed, and contribute to identifying, analysing and mitigating financial and operational risks.

2.2 Project budget management and financial reporting

The Administrative and Finance Manager is responsible for financial matters, including budget-related tasks, and in particular will:

• -          Ensure that field expenditures are charged to the correct budget lines;
• -          Verify that planned field expenditures are eligible under the project budget and that their amounts comply with project budget-flexibility rules;
• -          Ensure budget monitoring of local expenditures (financial implementation);
• -          Ensure compliance with applicable national financial, tax and social-security regulations, in coordination with the relevant service providers;
• -          Prepare and update project field-expenditure forecasts in close coordination with the Technical Coordinator and headquarters;
• -          Provide a consolidated view of project financial performance and raise alerts in the event of budget overruns or significant under-expenditure;
• -          Submit monthly project budget-monitoring reports using the Expertise France format to headquarters, following validation by the Technical Coordinator;
• -          Prepare, compile and review donor financial reports in coordination with headquarters;
• -          Help improve administrative and financial procedures, rules and tools under the Technical Coordinator’s supervision, in consultation with Expertise France headquarters and particularly the Administrative and Finance Coordinators;
• -          Prepare for and participate in internal audits, then ensure implementation and follow-up of recommendations made by external auditors, Expertise France headquarters staff and donors during supervision missions;
• -          Prepare for and participate in quarterly and annual reviews of the projects under their responsibility;

2.3 Human resources management

Under the supervision of the Technical Coordinator, the Administrative and Finance Manager is the main contact for the employer-of-record firm in the Gambia and will:

• -          Monitor the service contract, and renegotiate and renew it as required;
• -          Monitor and verify salary payments by the employer-of-record firm in accordance with employment contracts;
• -          Ensure that the employer-of-record firm pays taxes and social-security contributions in accordance with national legislation;
• -          Supervise the tracking of staff leave, overtime, time off in lieu, etc., using the dedicated tools;
• -          Help improve HR procedures, tools and dashboards;

2.4 Logistics management and support for the project’s operational implementation

• -          Contribute to the sound administrative and operational management of the project;
• -          Ensure compliance with field procurement and contracting procedures in accordance with donor guidelines. This includes ensuring compliance with expenditure-commitment procedures and maintaining internal controls. The Administrative and Finance Manager will also participate in validating procurement files, in close coordination with headquarters;
• -          Monitor, negotiate and renew contracts for the purchase of goods and services;
• -          Supervise vehicle-fleet management (maintenance, fuel consumption, geolocation, etc.);
• -          Coordinate the office inventory process;
• -          Supervise logistical arrangements (including invitations, hotel and flight bookings, visas, travel authorisations and vehicle hire) for missions by Expertise France teams (country office and headquarters) and experts appointed by Expertise France;
• -          When required and following a prior briefing with project management, ensure the security of property and people;
• -          Supervise the administrative and logistical preparation of meetings, workshops, conferences, ceremonies and other project activities;
• -          Supervise files for the delivery of project equipment and materials with customs, tax and other authorities, as well as preparation of their receipt and handover in compliance with Expertise France procedures;

2.5   Support to implementing partners

-          In coordination with the Technical Coordinator, support the preparation of grant agreements or service contracts with implementing partners;

• -          Promote a culture of compliance, transparency and accountability in fund management among implementing partners;
• -          Develop a project procedures manual to be shared with grant or service-contract managers;
• -          Train the team and build its capacity in financial tools and sound knowledge of the procedures and rules applicable to the project;
• -          Ensure that implementing partners establish the administrative, financial and accounting rules and procedures provided for under the project (Procedures Manual);
• -          Review expenditure and procurement files, including accounting documents, before payment of the next grant instalment to implementing partners;
• -          Maintain regular communication with implementing partners to ensure that administrative, budget and financial information is submitted within the required deadlines;
• -          Monitor compliance with the contractual obligations of service providers and programme implementing partners;
• -          Manage relations with grant or service-contract managers and continuously strengthen their capacity.

2.6   Procurement and contract management:

In coordination with the Technical Coordinator and in accordance with Expertise France’s procurement rules and procedures, the Administrative and Finance Manager will supervise all funds allocated to the procurement of goods, services, equipment and works, and support the projects in implementing the Project Procurement Plan. They will advise and support the project team on procurement and contract-management matters.

They will be responsible for:

• -          Preparing tender dossiers, obtaining all approvals required at each procedural level, overseeing the drafting of tender documents, and managing procurement processes (applying procurement procedures; scoping and launch; monitoring calls for tenders; and selecting bids) in collaboration with the project team and Expertise France headquarters;
• -          Drafting contracts and/or purchase orders for goods, services and works;
• -          Developing and implementing a system for managing (archiving) and monitoring contract performance, including preparing import-request files, documenting product deliveries and recording handover to beneficiaries

This list of duties is not exhaustive and may be amended in line with requirements for the effective delivery of the programme and the EU-ISEY project implemented by Expertise France in The Gambia.