JOB DESCRIPTION

This is full description for this job

As part of the Digital for innovation Team Europe Initiative, funded by the EU and implemented with Expertise France, Enabel, ESTDev, GIZ, Haus Institute and RVO, Expertise France is looking to hire a Project Assistant.

Key Responsibilities (non-exhaustive list)

His/Her main responsibilities will include:

• Administrative Management :
• Assist in the administrative coordination of the Project Management Unit (PMU)
• Serve as a point of contact for internal and external office communications, including emails, appointments and visitor coordination
• Handling administrative tasks and formatting working documents
• Updating existing dashboards and project monitoring tools
• Submitting documents for signature
• Ensures compliance with the project filing plan and ensures correct archiving of all the project documentation
• Financial Management :
• Is focal point for suppliers in receiving invoices after delivery
• Collect invoices, check their accuracy and ensure completeness of supporting file before sending to payments at the Project Support Unit
• Prepare the project cashflow forecast to ensure availability of funds into the Project Support Unit
• Support with the preparation of budgets and budget tracking if needed
• Assist in preparing financial documentation for internal and external audits, providing necessary explanations and supporting materials
• Assist the Team Leader in updating the monthly financial follow-up generated by the Project Support Unit, check its accuracy and help with the yearly budget planning
• Logistics Management :
• Coordinate all aspects of transportation for project team members, including travel bookings, reservations, visa applications, transportation to/from airports, hotels, and meeting locations
• Organize and monitor travel expenses and ensure that they align with project policies
• Is focal point for the project in expressing workshop organization needs to the Project Support Unit
• Help to organize logistical support for project events, including seminars, workshops, training sessions, steering committees, and project missions (e.g., coordinating venues, arranging meals, liaising with service providers)
• Help to organize and ensure the smooth execution of missions: travel arrangements (air tickets, per diem), security instructions, liaison with the French embassies in the visited countries, preparation of participants' files, management of relations with service providers (hotel, meals, translation services, etc.)
• Help to provide logistical coordination for urgent expert missions or regional events as required

DESIRED PROFILE

The following are Desired profile for this position

• Higher education degree (Bac+2/3) in accounting, administrative, and financial management
• Strong proficiency in office tools (Excel and Word, primarily)
• Good understanding of tools and technologies used in travel management
• Ability to respond quickly to urgent situations
• Strong organizational skills and ability to manage priorities
• Excellent communication and writing skills
• Strong interpersonal skills with fluency in English
• knowledge of local languages is an asset
• Adaptability to different working environments
• Ability to work effectively in a team
• Attention to detail and accuracy
• Minimum of three years of experience in a similar position preferred

WHAT WE OFFER

The following are What We Offer for New Employees:

• Exciting work in an international environment
• A 12-month contract, renewable up to January 2030 based in Kigali, Rwanda, with possible missions/trips in Sub-Saharan Africa
• The exact remuneration will be defined according to the experience recognized for the position