Administrative & Financial Manager

Description of the mission

The elements presented below are general and presented for information purposes only. The missions will be specified later according to pre-identified priority needs and the types of support to be provided.

Under the responsibility of the Project Manager and in conjunction with the headquarters teams, the Administrative(ve) and Financial(era) Manager (RAF) assumes the following responsibilities :

Purchasing and contract management

In conjunction with the Logistics Manager and the Project Assistant in Paris, the RAF will ensure, in accordance with Expertise France's public procurement rules and procedures, management of all funds allocated for project purchases, and will support the Project Manager in the implementation of the project procurement contract award plan.

In particular, it will :

• Drafting tender documents and managing procurement processes ;
• The development and implementation of a management system (archiving) and monitoring of the execution of contracts concluded ;
• Quality control of the execution of contracts and services ;
• Systematic administrative and financial reporting to Expertise France for all contracts signed, executed and closed.

Administrative and budgetary management of the project

• Participate in improving the project's administrative and financial procedures, rules and tools ;
• Guarantee budgetary monitoring of expenditure: financial execution (budget allocation, verification of eligibility of expenditure, etc.) and expenditure forecasts ;
• Participate in the monthly Agency Project Management Reporting (RPP) exercise and participate in agency budget exercises (initial budget, revised budget, landing forecast)
• Consolidate interim and final donor financial reports and ensure the consistency of financial data with technical reports as well as data relating to project monitoring and evaluation ( data provided in the tool monitoring evaluation Log ALTO « SANSE ») ;
• Direct financial audits, monitor and implement recommendations made by external auditors, the Expertise France headquarters project team and donors on supervisory missions ;
• Represent Expertise France, with the Project Manager, to authorities and partners, in the financial, administrative and legal areas of projects.

Financial and accounting management of the project

• Monitor cash and bank account transactions carried out and anticipate the cash flow needs of projects ;
• Check the monthly closings of cash and bank journals, including bank reconciliation and cash inventory and transmit them to Expertise France headquarters after validation by the Project Manager ;
• Control the quality of accounting supporting documents and ensure archiving in accordance with Expertise France and project procedures (compliance with competitive bidding thresholds, commitment and payment thresholds, etc.) ;
• Contribute to the annual and interim accounting closings of the project, in close collaboration with headquarters ;

HR management

Under the supervision of the Project Manager, the RAF is the main contact of the umbrella firm for :

• Participate in the recruitment of national staff with the Project Manager;
• Monitor and control the payment of salaries by the umbrella firm in accordance with the country's legislation ;
• Participate in improving HR procedures and tools and dashboards within the project office in Nairobi ;

Management of the project office in Nairobi

• Supervise the management of the office and the vehicle fleet (maintenance, fuel consumption, geolocation, etc.)
• Coordinate office inventory work ;
• Supervise aspects of the logistics organization managed by the Logistics Manager ;
• Support, if necessary, the Project Manager in logistical tasks (writing technical reports on the inventory and logistics aspect, supporting the preparation of steering committees, etc.).

Description of the project or context

The MEDISAFE Phase 2 project, funded by the European Union under the NDICI–Global Europe, aims to significantly reduce the circulation of Falsified and Low Quality Medical Products (PMFQI) in West and East Africa.

Implemented by Expertise France, it operates in 13 countries divided into two clusters and is structured around three complementary components :

(1) harmonization and strengthening of legal frameworks,

(2) the development of the operational capacities of law enforcement (police, customs, judicial authorities),

(3) securing supply chains and raising public awareness.

Building on the achievements of phase 1 (2018–2023), MEDISAFE 2 adopts a multi-sectoral and regional approach, involving the Ministries of Health and Justice, national Regulatory Authorities (NRAs), law enforcement agencies, as well as international partners such as WHO, AUDA-NEPAD/AMRH, INTERPOL, the Council of Europe and UNODC. The project contributes to the operationalization of the African Union Continental Plan against PMFQI, to the strengthening of regulatory systems towards WHO standards, and improving cross-border cooperation against illicit trafficking. It plays a strategic role in protecting public health, combating organized crime and consolidating pharmaceutical safety on the African continent.

Desired profile

Desired profile /Diplomas/Experiences

• Holder of a master's degree in accounting, finance, management or any other equivalent diploma ;
• Successful experience of at least 5 years in a position of similar responsibility in the field of administrative, financial, and logistics management ;
• Experience in managing cooperation/development/humanitarian projects;
• Excellent command of the Office pack, particularly Excel and other office software ;
• Excellent command of French and English ;
• Knowledge of Expertise France systems is an asset ;
• Knowledge of financing procedures for international donors (European Union) ;
• Knowledge of project implementation in developing countries.

Abilities :

• Excellent sense of organization and rigor ;
• Excellent communication and writing skills ;
• Patient(e), reactive ;
• Sense of responsibility ;
• Sense of autonomy, spirit of initiative, flexibility ;
• Ability to work under pressure ;
• Ability to work in a team ;

Skills Required:

• Accounting / Finance
• Sales / Marketing / Business / Management