Financial and Administrative Assistant

Expertise France

Expertise France (EF) is a French public agency established to implement international technical assistance projects. EF operates in various sectors including public health, governance, safety and security reform, and humanitarian response. EF’s work focuses on fostering international cooperation through large-scale, multi-stakeholder projects, in development as well as in crisis and post-crisis settings. Established in 2015 under the supervision of the French Ministries of Foreign Affairs and Economy and Finance, with a strong inter-ministerial vocation. Carrying out large-scale, multi-stakeholder projects, EF can ensure the cooperation between individuals, teams and institutions with very different status, cultures and specialties.

Background and presentation of the project

Expertise France is currently expanding its portfolio of projects in Ethiopia to promote conflict-affected communities’ resilience and stability. Expertise France is engaged in programs designed to strengthen conflict-affected communities’ access to basic services, health care and protection through the rehabilitation and re-equipment of Abala, Adwa and Dessie hospitals

Job description

The Financial and Administrative Assistant will support the Financial and Administrative Manager in ensuring efficient and effective financial, administrative, and grant management processes. The role is a full time job and involves assisting in day-to-day financial operations, maintaining administrative systems, and contributing to the management of grants and donor compliance requirements.

More specifically, s/he will be expected to carry out the following tasks:

Financial Management

• Assist in preparing and processing payments, invoices, and reimbursements;
• Maintain accurate financial records, including receipts, expense reports, and accounting documents;
• Support in the preparation of the monthly financial follow up and;
• Support the Admin-Fin Manager in quality review and verification of the field cashbook and payments.
• Reconcile bank statements and ensure proper documentation for all financial transactions;
• Support the preparation of financial reports and budgets for internal and external stakeholders;
• Ensure compliance with organizational policies, donor regulations, and local financial regulations;

Administrative Support

• Manage office supplies and inventory, ensuring efficient operations of office activities;
• Maintain and update field office fixed asset registration
• Maintain proper filing systems for administrative and financial documentation;
• Coordinate logistics for meetings, workshops, and travel arrangements;
• Provide general administrative support to the team, including correspondence and record-keeping

Grant Management

• Assist in monitoring grant budgets, ensuring alignment with project activities and timelines;
• Support partners in the budget revision process;
• Track grant expenditures for EF and for partners and maintain up-to-date records for donor reporting;
• Review regularly partner financial reports and documentations for compliance and provide feedback;
• Support the preparation of donor financial reports by consolidating financial and programmatic data;
• Support the monthly follow-up for project partners, assist in collection and analysis of financial data
• Ensure adherence to donor-specific compliance requirements in collaboration with the Financial and Administrative Manager.
• Provide technical support on financial budgeting and financial management for partners

Other Duties

• Assist in maintaining compliance with internal policies, donor guidelines, and statutory regulations.
• Support the internal and external audit processes by providing required documentation;
• Undertake additional responsibilities as assigned by the Financial and Administrative Manager and the Project Manager to ensure smooth operations.

Qualifications

• Bachelor’s degree in finance, accounting, business administration, or a related field.

Experience

• A minimum of 5 years of relevant experience in financial or administrative roles.
• Experience in grant management or working with international donor-funded projects is an asset.
• Proficiency in accounting software and MS Office Suite (especially Excel).

Knowledge and skills

• Strong organizational skills with attention to detail and accuracy.
• Excellent communication and interpersonal skills.
• Ability to manage multiple tasks and prioritize effectively under high pressure and meeting deadlines.
• Knowledge of donor compliance requirements and grant management is desirable.
• Proficiency in English both at written and oral level is required.
• Personal qualities: promotes teamwork, comfortable in a multi-cultural environment, flexible and able to handle pressure well; result-oriented; respectful, curious and problem solving; self-driven, manage tasks with minimum supervision
• Passionate about international development projects and at ease in conflict-affected context.
• Excellent field operations and adaptability skills in evolving, remote or crisis-affected areas;
• Ability to coordinate tasks remotely when needed