Expertise France in Brussels are recruiting a financial, administrative and logistics’ assistant, for its two Anti Money Laundering / Countering the Financing of Terrorism projects.

• Main objectives

The general objective of this position is to help Expertise France’s AML/CFT projects in Brussels in their logistical, administrative and financial management under the responsibility of the project coordinators and in relation with the support team based at Paris headquarters.

The specific objectives are the following:

- Logistic support for the CoBa project (30%)

- Administrative and budget management of the CoBa project (20%)

- Logistic support for the EU AML/CFT Global Facility Project (50%)

• Job description

The main tasks of the project assistant will be:

Logistical organization of CoBa project activities (30%)

- Participate in the definition, with the CoBa team, of the logistical aspects of missions, trainings and seminars to be organized in partner countries

- Select flight plans in accordance with Expertise France's internal rules

- Anticipate the steps required for international travel (visa applications, current procedures vs. COVID context, security process, etc.)

- Identify, negotiate and follow up on local services at the mission site: catering, purchase of equipment, interpreters, hotels, transportation, etc.

- Develop simple contracts related to field activities in consultation with project coordinators

- Accompany missionaries during the preparation and execution of their mission

- Prepare and follow up on the missionaries' expense claims

- Collect supporting documents for archiving and auditing (invoices / boarding passes / signed attendance lists, etc.), check their conformity with Expertise France rules

- Support the visibility and communication of the actions, in conjunction with the project's communication expert (ordering promotional items, etc.)

Support for administrative and budgetary management of the CoBa project (20%)

- Drafting of simple expertise contracts, follow-up of their signature and collection of necessary administrative documents, according to Expertise France rules

- Requests for registration of service providers to the accounting department

- Support in the drafting and follow-up of purchase orders for experts and short-term service providers

- Follow-up on the realization of certain services (translation, promotional items, etc.)

- Updating of the contract and purchase order tracking table, reporting to the project manager

- Receiving and archiving deliverables from experts and service providers, checking compliance with purchase orders and contracts

- Signing of documents (dematerialized)

- Payment of contracted services via internal software

- Coordination with the admin-fin assistants for the accounting / treasury follow-up

- Maintenance of the list of expenses

- Electronic archiving of documents, ensuring the proper maintenance of project files and their accessibility: an initial mission to identify certain documents and improve archiving will be requested

- Support for project audits (research and provision of documents)

Logistical organization of the EU AML/CFT Global Facility project activities (50%)

- Participate in the definition, with the EU AML/CFT Global Facility team, of the logistical aspects of missions, trainings and seminars to be organized in partner countries

- Select flight plans in accordance with Expertise France's internal rules

- Anticipate the steps required for international travel (visa applications, current procedures vs. COVID context, security process, etc.)

- Identify, negotiate and follow up on local services at the mission site: catering, purchase of equipment, interpreters, hotels, transportation, etc.

- Develop simple contracts related to field activities in consultation with project coordinators

- Accompany missionaries during the preparation and execution of their mission

- Prepare and follow up on the missionaries' expense claims

- Collect supporting documents for archiving and auditing (invoices / boarding passes / signed attendance lists, etc.), check their conformity with Expertise France rules

- Support the visibility and communication of the actions, in conjunction with the project's communication expert (ordering promotional items, etc.)

Characteristics of the position:

- Simultaneous field missions in different countries and for several experts in parallel

- Remote organization of field activities

- Many interlocutors

- Importance and deadlines of internal processes (public agency)