Description of the mission

Under supervision of the Project Coordinator, the Administrative and Financial Officer is responsible for the overall financial and administrative management of the project “IYBA-SEED: Investing in Young Businesses in Africa – Supporting Entrepreneurship Ecosystem Development”.

The Administrative and Financial Officer is part of the Project Management Unit (PMU) – and is based in Brussels.

He/she will work on a daily basis with the PMU Team (Team Coordinator; Project Officer; Project Assistant; MEAL Officer; 3x Technical Component Leads), will support the Country Teams (via the Country Leads), and will be in regular contact with the finance and admin teams of DG INTPA and EF HQ.

The position implies a high degree of autonomy and thoroughness, as well as interpersonal skills appropriate to working in a European, international and multicultural environment.

Budgetary management

The budgetary management of the project is carried out in close collaboration with the Project Coordinator, the Technical Component Leads and the Country Teams. The Administrative and Financial Officer will be responsible for:

• Coordinating and participating in the multi-year budget planning and monitoring the budget execution of the project;
• Carrying out a monthly analysis of the level of the project implementation and making recommendations, based on Expertise France’s methodologies;
• Preparing, ensuring the internal validation and transmitting financial reports and payment requests to the donor(s).

Accounting and financial management

The Administrative and Financial Officer is responsible for accounting and financial management at PMU-level, in particular for international activities. Accounting and financial management is mainly carried out by the Country Teams for country activities. The Administrative and Financial Officer is responsible for PMU/Country Teams coordination and support to the Country Teams. In particular, he/she will:

• Develop and update the project’s financial monitoring tools (Excel and ERP) in accordance with Expertise France’s internal tools and procedures;
• Provide methodological support to the field team and train them on: appropriation of tools, answers to questions relating to PMU procedures, link between PMU and the Country Teams;
• Ensure the follow-up of project expenses and their allocation/reallocation in collaboration with the Country Teams;
• Monitor the level of cash at local level and follow-up on payments in close collaboration with the Country Teams;
• Supervises and validates the quarterly and annual closures in accordance with the deadline and the controls defines by Expertise France’s procedures;
• Plan and follow-up on internal and external audits and verify compliance with the expenditure authorisation circuit.

In general, the Administrative and Financial Officer will ensure coordination between the PMU, the Country Teams and Expertise France’s financial departments at HQ.

Administrative and contractual management

• Develop and update existing dashboards and ERP data (ATLAS) with regards to administrative and contractual management;
• Support the appropriation of procedures and the use of the ERP by the Country Teams and ensure their proper application/use;
• Support the PMU and Country Teams in procedures relating to local legislation and tax obligations;
• Participate in procurement procedures and support the PMU and Country Teams in the conduct of these procedures;
• Ensure the filing of administrative documents.