The program assistant plays a key role in the implementation of the technical assistance program: he/she is the operational support of the local coordinator in the implementation of activities and its budget monitoring. He ensures compliance with the procedures for purchasing, payment and financial monitoring of the program, according to the rules of Expertise France.

He/she assists the coordinator on the logistical level in the organization of expert missions, the organization of meetings, workshops and key events of the program.

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, cash and bank account 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;
• Check the accounts and its coherence (wordings, accounting codes, analytical codes, lettering, exchange rates, etc.) in available tools: Atlas, SAGE and Excel files.
• Prepare requests for funding of the local bank account or for headquarters;
• 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

Administrative management:

• Set up administrative procedures according to EF rules and practices;
• Monitor and provide equipment and services purchases necessary for smooth organization of activities.
• 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;

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;