Administration and Finance Manager – Projects Support Unit

About Expertise France :

Expertise France is the french public agency for international cooperation. The Agency focuses on four priority areas:

• Democratic, economic and financial governance;
• Stability of countries in crisis/post-crisis situations and security;
• Combating climate change and favouring sustainable urban development;
• Strengthening health systems, social protection and employment.

In these areas, Expertise France engineers and implements capacity-building projects, mobilizes technical expertise and acts as a project coordinator, bringing together public expertise and private know-how.

With a business volume of 390 million euros and over 400 projects in 145 countries, Expertise France’s activities are part of France’s international cooperation policy and official development assistance.

Expertise France Rwanda implements 6 projects, mainly financed by the European Union and French Development Agengy (AFD), for a total amount of €50 million. The agency’s main areas of intervention in Rwanda are:

• Economic and financial governance
• Sustainable development, climate and agriculture ;
• Health and human development

Job description

Expertise France is opening its new office in Kigali and plans to create its Projects Support Unit (USP) with the aim of decentralizing support services in the field. The USP is composed of the purchase, logistics, finance and human resources departments required for project implementation. It is supervised by the Coordinator of Transversal Functions (CFT).

Based in Kigali, the position is under the direct responsibility of the Coordinator of Transversal Functions (CFT) of the USP and in liaison with the financial and administrative departments at headquarters in Paris.

He/she is responsible for setting up an efficient administrative and financial service for the projects.

He/she is responsible for the application and monitoring of administrative and financial management procedures at country level, as well as the effective deployment of tools (accounting : Sage X3) and new internal management tools.

He/she must master all financial rules and best practices, from cash management to financial reporting.

He/she supervises the administrative and financial team (cashier, accountant, finance manager, HR, etc.).

He/she is responsible for cash management (money transfers, donor payments, etc.) at office level.

He/she is responsible for preparing internal and external financial reports and related audits.

He/she is responsible for monitoring the USP budget.

She/he supervises the administrative management of the office (procedures, archiving, invoices, national administrative obligations, etc.).

-She/he supervises payroll management.

Accounting management:

– Ensures the implementation of payment procedures and good accounting practices.

– Controls bank and cash journals, including the implementation of unannounced controls

– Prepares and send monthly accounting files to Expertise France’s head office treasury department.

– Checks accounting documents before sending them to head office

– Verifies consistency of accounting data (description, accounting codes, analytical codes, exchange rates, etc.): ERP and Excel files.

– Supervises checking of accounting documents

– Ensures compliance with accounting document archiving policy

– Prepares monthly, quarterly and annual accounting closure documents

– Carry out half-yearly accounting closures with the administrative team and under the supervision of the CFT (expenses incurred and budget allocations, donations in kind, capital assets, etc.).

Bank account management:

– Oversees the preparation of cash flow forecasts for each project.

– After validation by the CFT, sends them to head office and monitor receipts of funds with the accountant-treasurer.

Administrative management:

-Supervises and monitors implementation of administrative, financial and HR rules and procedures.

-Proposes and participates in the development or improvement of administrative procedures.

-Supervises and monitor compliance with administrative schedules

-Supervises physical and digital archiving

-Monitors office contracts (rental, framework agreements, etc.) in collaboration with the purchase department and relevant head office departments

-Supports logistics and purchasing teams (procedures, evaluation, negotiation, etc.)

-Monitors changes in national accounting and financial laws and policies

-Coordinates tax declarations and payments

-Assists the CFT in budgeting and development of projects.

Team management:

-Prepares and monitors schedules for administrative and financial teams;

– Evaluates the performance of staff under his/her direct supervision;

– Supervises the proper implementation of his/her team’s schedules;

– Trains administration-finance teams in procedures;

– Organizes training workshops on themes according to identified needs;

– Participates in briefing new arrivals.

Position in the organization chart (hierarchical and functional links)

Reporting to: Coordinator of Transversal Functions

In charge of: Finance and Accounting teams

Under the functional supervision of : Financial Affairs Department

Qualifications:

– Higher education in accounting, banking and finance, administrative and financial management with at least 5 years’ experience in equivalent functions.

– Proven knowledge of ERP and SAGE accounting software.

– Ability to work in a demanding, multicultural environment;

– Strong capacity for autonomy, independence of mind and impartiality;

– Strong capacity of work, rigor and organization;

– Perfect use of the Office Pack, particularly Excel;

– Interpersonal skills, ability to find solutions and work as part of a team;

– Excellent analytical and report writing skills;

– Mandatory excellent written and oral expression in French and English.

Professional experience:

– At least 5 years experience in accounting, administrative and financial management of humanitarian or development projects;

– Experience in team management;

– Practical experience of international external auditing;

– Experience in donor contract management and financial reporting is mandatory

Duration of assignment: one-year fixed-term contract, renewable

Starting date: December 2024