To support the implementation of the “Sustainable Cities” project, Expertise France is looking for an Administration and Finance Manager. 

Under the management of the Project Leader who supervises its role, and within the project team based both in Accra and Tamale, the Administration and Finance Manager will oversee overall financial, contractual, accounting, and administrative aspects of the project. She/He will also support the setting up of the project offices in Ghana. She/He will be responsible for the proper application of administrative and financial procedures.She/He will report to the Project Leader and will also work closely with EF headquarter in Paris (in particular the Administrative and Finance Project Officer in the Sustainable Development Department), to harmonise practices and coordinate the administrative and financial management of the project.

Indicative tasks to be carried out would include:

Financial, budgetary and accounting management

• Responsible for the proper financial management of the project office
• Manage and support project assistants as required on the administrative and financial tasks assigned to them (participation in the preparation of budgets, analysis of financial reports, verification and validation of financial pieces etc.)
• Support to the Project Leader in managing the budget of the whole project in its various activities and actions planned throughout the duration of the project
• Participate in the creation, supervise the implementation of and manage dashboards and other financial tools for the project (budget monitoring, budget forecasting, cash flow monitoring, etc.)
• Analyse and present financial reports and communicate monthly and annual financial statements in a clear manner as required
• Reconcile monthly field cash statements (cash and bank)
• Supervise the implementation of and check the proposed budgets before financial commitments, the amount of payments to be made and budget closures
• Coordinate and monitor the annual audit process, liaising with internal/external auditors
• Effectively communicate and present critical financial issues to management.
• Manage VAT exemption processes.

Administrative management and procurement

• Ensure the development of the procedures manual and be responsible for its application in collaboration with EF HQ

• Ensure that due diligence procedures are followed in the project's procurement activities
• Oversee the planning and execution of the project's procurement activities (the technical part will be drawn up by the project leader and project experts): preparation of tender documents, publication, organization of selection committees, negotiation and awarding of contracts etc.  
• Ensure the financial follow-up and execution schedules of contracts and grants awarded by the project
• Ensure the administrative and financial management of local staff: preparation of job cards, organization of recruitment, follow-up of the wage portage contracts, leave, payment of salaries and expenses etc.
• Plan, control, and monitor the equipment and furniture (inventory management, use of vehicle, fuel, insurance, maintenance, etc.)
• Support the logistics of missions and workshops (hotel bookings, purchase of air tickets etc.)
• Ensure that registration requirements are kept up to date and that statutory declarations and renewals are submitted
• Liaise closely and transparently with all external partners including third party suppliers, service providers and consultants to support the delivery of project objectives
• Supervise and support the logistics of missions and workshops (hotel bookings, purchase of air tickets, visa requests, organization of events etc.), in liaison with the safety department when necessary.

Transversal

• Ensures compliance with internal accounting, financial and legal procedures within its scope
• Accompanies and trains the project team in the appropriation of procedures and tools proposal force for the improvement of procedures.