Under the supervision of the Team Leader, the Administrative and Financial Coordinator is responsible for the overall responsible for the administrative, financial, and logistical aspects of the project, as well as crosscutting activities that support the successful implementation of the overall project.

The Administrative and Financial Coordinator works on a daily basis with the project team based in Vientiane and Paris: the Team Leader, two Technical Leads, the Junior Project Officer and the Thematic Project Officer.

S.He will act as the focal point for all administrative and financial matters relating to the project and the running of the office and operations in Laos. S.He is expected to lay the ground work for the smooth set up of the EF office in Vientiane mutualised with upcoming projects, and should therefore gradually share his.her time with other EF projects in Laos (foreseen Q2 2027).

Financial and Administrative Management

Based on Expertise France procedures and in line with the EU rules and regulations, and under the supervision of the Team Leader:

§  Oversee and monitor the project’s budget: track expenditures, update dashboards, and forecast expenses;

§  Ensure eligibility of expenditures and proper documentation in compliance with EU regulations: collect, verify compliance, and archive supporting and accounting documents;

§  Prepare payment and billing authorisations in EF’s internal accounting system;

§  Prepare monthly reporting and annual financial reports in accordance with EF and donor’s requirements and in close cooperation with the Team Leader;

§  Manage project bank accounts and petty cash, cash flow, and disbursements under the supervision of the Team Leader;

§  Prepare annual closings and other fiscal year closing exercises;

§  Support the preparation of audit files as necessary;

§  Manage project procurements in compliance with applicable procedures;

§  Develop and manage all contracts relating to the running of the project office (e.g. rental and utilities contracts, office supplies purchase, equipment purchase, etc.), laying the ground for a mutualised office with upcoming EF projects in Laos;

§  Develop, collect, organise, and archive administrative documents (e.g. main contract, procurement contracts, implementation agreements, etc.) in both paper and electronic formats.

Logistics Management

§  Manage the logistical arrangements for the project team and experts’ activities, including travel arrangements (transports, per diem, visas, etc.), meetings invitations and preparations;

§  Develop and manage vendors relationships (e.g. venues and hotels, catering, interpretation/translation services, printing, transport, etc.) to create a pool of reliable local suppliers for the project and ensuring value for money, laying the ground for a mutualised office with upcoming EF projects in Laos;

§  Support the organisation of events (launching/closing events, project review committees, working groups, etc.) with the project team.

Monitoring and Reporting, Outreach

§  Support the Team Leader and coordinate with the other team members to:

o   Develop and improve project monitoring systems, tools and templates;

o   Collect and analyse quantitative and qualitative data in line with M&E systems and against the project’s indicators;

§  Contribute to the preparation of outreach materials based on evidence and success stories of the project to showcase partners’ engagement and project results