Based in Tashkent, the administrative and financial officer will provide financial and accounting management for two Expertise France (EF) projects (Energy and GETAP), and administrative and logistical management for Energy project. She/he will be placed under the hierarchical responsibility of local Team Leaders or Deputy Team Leaders. The project assistant will start as a part-time position for the Energy project and then extend its mission to the GETAP (its launching expected in late September) with a full-time position. Her/his mission could be also extended for potential future projects implemented by EF in Uzbekistan.

He/she is in charge of meticulously documenting the administrative and financial history of the project and actively prepares and participates in the key activities carried out locally by the project. The EF will organize all necessary trainings on its procedures

The main tasks of the Assistant will be:  

For both, Energy and GETAP, projects:

Financial and budgetary management

• Carry out financial monitoring of the project in accordance with the rules and formats of Expertise France;
• Prepare and participate in quarterly and annual budget planning exercises in close collaboration with the local project teams and project managers in EF headquarters;
• Prepare monthly financial reports for the EF headquarters;
• Prepare financial reports for the AFD;
• Prepare and support audits or controls;
• Carry out necessary checks to ensure the reliability of the projects’ financial data.

Accounting management

• Set up payment procedures according to the EF accounting rules;
• Verify the conformity of received of supporting documents;
• Monitor expenditure and supplier invoices payments for the project;
• Prepare and send the monthly accounting pack to the head office accounting department
• Prepare monthly, quarterly and annual accounts closing documents in liaison with head office;
• Check the accounts and its coherence (wordings, accounting codes, analytical codes, lettering, exchange rates, etc.) in available tools: Atlas, SAGE and Excel files.

Cash & bank account management

• Prepare requests for funding of the local bank account;
• Once validated, send it to head office and monitor receipt of funds;
• Manage the project's cash flow and ensure adequate refunding;
• Ensure the security of funds;
• Set up regular relations with our partner bank and transmitting/requesting the information needed to monitor project’s activites.

For the Energy project:

Administrative management:

• Set up administrative procedures according EF rules and practices;
• Organize public procurement according to the relevant legislation and EF procedures: drafting of documents necessary for tenders, evaluation of proposals, awarding and negotiations;
• Draft service and supply contracts, sign and notify them to the beneficiaries;
• Follow up the execution of contracts and the respect of deadlines;
• Organize due management of public procurement documentation;
• Update IT tools for contract management;
• Organize project documentation management;
• Prepare tax returns and ensure that taxes are paid or waived where necessary;
• Establishing and maintaining relations with administrative authorities at national level.

Logistics :

• Provide logistic support to the short-term and ad hoc consultancy missions: administrative correspondence, mission orders, plane tickets, hotel booking, setting appointments etc., in compliance with internal rules and procedures;
• Provide logistics support to the study tours organization: invitation letters, plane tickets, hotel booking, transfers etc.;
• Provide logistics support to the organisation of specific events (steering committees, seminars, training sessions, resident expert missions, head office missions, regional events, etc.);
• Create and update databases of project partners and beneficiaries;
• Set up and manage a portfolio of service providers and collecting quotes, in liaison with other team members where appropriate;
• Manage interpretation / translation services and provide
• Monitor and purchase office stationary and equipment in accordance with internal procedures and available budget.