Administrative and Finance Assistant - Expertise France

Expertise France is the French interministerial agency for international technical cooperation, and a subsidiary of the Agence Française de Développement (AFD) group. The second largest agency in Europe, Expertise France designs and implements projects that sustainably strengthen public policies in developing and emerging countries. It operates in key development fields such as governance, health, education and the environment, and works alongside its partners to help achieve the Sustainable Development Goals (SDGs).

Expertise France has been entrusted by the EU with the design and implementation of the “Sustainable Cities – Phase 1” project. The action proposed by Expertise France will address the need for capacity building and data collection of the Ministry of Local Government, Decentralisation and Rural Development (MLGDRD); at decentralised level, the action will target selected Regional Capitals - Wa, Damongo, Nalerigu, Bolgatanga, Tamale – and the secondary city of Yendi.

In order to achieve this objectives, Expertise France will pursue the following actions:

• Encourage coordination mechanisms between local and national authorities : strengthening capacities, urban observatory, include climate change and inclusivity issues in the urban policies, peer-to-peer dialogues…;
• Structurally improve urban governance by strengthening the capacity of central and local governments to coordinate, design and implement urban policies, planning and regulation Enhancing and building the technical capacities of local authorities and promoting participatory approach
• Supporting local authorities in the planning and implementation to improve water,sanitation and waste management services in the 6 beneficiary MMAs.

About Expertise France (https://www.expertisefrance.fr/en/web/guest/accueil)

Job Description

Administrative and Finance Assistant

Project “Sustainable Cities – Phase 1”

• Field Office – Location: Tamale, Ghana
• Duration: 12 months (renewable)
• Provisional Start Date: June 1st, 2024
• Deadline: May 25th, 2024

Project description and objectives

With a total population of 30.4 million people in 2019 and more than 55% living in cities, Ghana has a dense network of urban areas mostly concentrated along the Atlantic coast and in the Ashanti Region. The country is halfway through urbanisation, and has benefited from an urban economic network more advanced than other countries in West Africa.

While the first period of urbanisation has generated job creation and opportunities, improved living conditions and reduced poverty for many Ghanaians, the country now faces the challenges of economic efficiency and social inclusion within its urban areas. In addition, unplanned spatial expansion of urban and metropolitan areas and their limited connectivity within and across Ghana’s cities is a challenge, increasing social and environmental costs, unequal access to basic services, health risks and ecological damages.

To address these challenges, an integrated programme is proposed to meet demands in infrastructures and services by working both on the institutional and legislative framework at central level and on urban growth at the local level.

The Sustainable Cities – Phase 1 project is part of the EU-Ghana Partnership for Sustainable cities. Funded by the European Union and implemented by Expertise France through the Ministry of Local Government, Decentralisation and Local Development (MLGDRD), the objective of the project is to enhance urban prosperity by supporting the development of sustainable and inclusive cities.

More specifically, the project aims to support six Metropolitan and Municipal Assemblies (MMAs) viz Tamale Metropolitan, Wa, Bolgatanga, Yendi, West Gonja and East Mamprusi Municipal Assemblies to advance sustainable urban development and address the specific challenges faced by cities in terms of spatial growth and climate change. The project also seeks to enhance urban governance and implementation of inclusive planning policies, increase accessibility of urban services, and impulse green economic development and employment opportunities.

The project implementation started on March 1, 2024, and will be implemented over 58 months (March 2024 to December 2028).

Tasks and responsibilities

Working as part of the project team based in Tamale, and under the supervision of the Administrative and Finance Manager (AFM), the Administrative and Financial Assistant will be responsible for assisting with the administrative and financial management of the Sustainable Cities – Phase 1 project. He/she supports the AFM in the proper application of administrative and financial procedures within his/her scope.

Support the financial, budgetary and accounting management

• Support the management of project bank accounts and project cash
• Prepare local payments: prepare Expertise France's payment monitor payments, and archive documents
• Monitor project expenses and disbursements and ensure timely execution of the project implementation in compliance with Expertise France rules and procedures
• Monitoring outstanding advances and providing inputs to the travel focal point for the status of outstanding advances monthly
• Contribute to the development of procedures for the disbursement of subsidies allocated to project partners and municipalities
• Ensure financial follow-up and organize audits of grants to beneficiary municipalities
• Support the project's monthly and annual financial and accounting closures
• Contribute to project annual audits
• Maintains administrative control records such as commitments and expenditures
• Process claims or invoices and other payment requests in line with Expertise France’s regulations and instructions
• Assist in the preparation of periodic accounting records, finance and budget documents; record receipts and disbursements (petty cash, vouchers, etc.)
• Support the drafting of grant agreements for beneficiary municipalities
• Support financial advisory of the beneficiary MMAs in the proper management of grants allocated (support missions, remote support)
• Support the AFM in organizing the project office: inventory management (supplies, consumables, coffee breaks), acquisition of equipment, software, and supplies for the project office, project asset tracking table: centralize purchasing requirements, prepare purchase orders and track orders through to delivery
• Support the AFM with the logistics of project team travel and expert missions (purchase of tickets, vehicle rental, mission orders, calculation of allowances, requests for long/permanent visas) in liaison with the safety/implementation units when necessary
• Support the design and updating of management tools, including the administrative and financial procedures manual
• Preparation of monthly payroll and petty cash, assist in the preparation of financial reports, purchase orders, cheque requisitions, client invoices, bank reconciliations, and filing of all financial documents
• Contribute to the archiving of the project documents and the proper maintenance of administrative and financial documents
• Facilitate the preparation and payment of payroll taxes for national staff to GRA
• Primarily is the custodian of the Petty cash imprest ensuring that all payments from the petty cash follow the necessary policies and procedures
• Balance and reconcile petty cash regularly to detect mistakes, and prevent the fund from being depleted before it is replenished
• To support the AFM in keeping petty cash safe at all times to prevent theft ensuring that all fraud and intended fraud are reported.
• Performs any other duties as assigned by the Administration and Finance Manager, or the senior management team

Project secretariat and visitor management

• Facilitates face-to-face and remote meetings
• Welcome visitors. Check that reception signage is up to date, and create the conditions for a successful welcome: logistics, coffee, WC, greetings, etc.
• Find out about scheduled visits
• Maintain, update and disseminate the internal directory and make it available on the common site
• Meeting note-taking
• Mail processing: drafting, follow-up, filing management
• Circulate information on any special events concerning the team and office organization

(Please note that the responsibilities are not all-inclusive, as changes to services are made and/or new responsibilities are identified they will be added as deemed appropriate)

Required Skills or Experience

• Minimum Bachelor’s degree in Accounting, Business Management or equivalent
• Experience on projects funded by external partners would be an asset
• Computer literate- Microsoft Word, Excel, and Outlook abilities are required
• Ability to work independently, flexibility and organization, responsiveness
• Perfect command of office automation tools
• Excellent analytical, writing, and summarizing skills
• Team spirit and ability to interact with different people in a multicultural context
• Ability to adapt and react to unforeseen situations

Professional experience

• At least three (3) years of experience in a regional or international institution in the field secretarial and administrative assistance
• At least 3 years of work experience in the Northern Region, experience in Tamale is an asset