Program Assistant

4 days ago

Jakarta, Indonesia Expertise France Full time

Expertise France is the public agency for designing and implementing international technical cooperation projects. The agency operates around four key priorities:

- democratic, economic, and financial governance ;
- peace, stability, and security ;
- climate, agriculture, and sustainable development ;
- health and human development ;
In these areas, Expertise France conducts capacity-building initiatives and manages project implementation, leveraging technical expertise and acting as a project coordinator. This involves combining public sector expertise with private sector skills to drive impactful results.

The Program Assistant plays a key role in the implementation of the technical assistance program. He/she is the operational support of the project coordinator in the implementation of activities including the provision of administrative and financial requirements. He/she ensures compliance with the procedures for procurement, payment and financial monitoring of the program, according to the rules of EF. He/she will be based in Jakarta, Indonesia with occasional travels to render support in activities organized within AMS.

He/she assists the coordinator on the logístical level in the organization of expert missions, the organization of meetings, workshops and key events of the program and liaise with the team at the EF headquarters in Paris. Specifically, the Program Assistant’s duties include the following:

- **_Financial and budgetary management_**

o Carry out financial monitoring of the project in accordance with the rules and formats of EF;

o Prepare and participate in quarterly and annual budget planning exercises in close collaboration with the project management unit (PMU) in Jakarta and project managers in EF headquarters;

o Prepare monthly financial reports for the EF headquarters;
- Prepare financial reports for the AFD;
- Prepare and support audits or controls; and,
- Carry out necessary checks to ensure the reliability of the projects’ financial data.
- **_Accounting, cash and bank account management_**

o Set up payment procedures according to the EF accounting rules;

o Verify the conformity of received of supporting documents;

o Monitor expenditure and supplier invoices payments for the project;

o Check the accounts and its coherence (wordings, accounting codes, analytical codes, lettering, exchange rates, etc.) in available tools: Atlas, SAGE and Excel files;

o Prepare requests for funding of the local bank account or for headquarters;

o Once validated, send it to head office and monitor receipt of funds;

o Manage the project's cash flow and ensure adequate refunding; and,

o Ensure the security of funds;
- **_Administrative management:_**
- Set up administrative procedures according to EF rules and practices;
- Monitor and provide equipment and services purchases necessary for smooth organization of activities.
- Organize public procurement according to the relevant legislation and EF procedures: drafting of documents necessary for tenders, evaluation of proposals, awarding and negotiations;
- Draft service and supply contracts, sign and notify them to the beneficiaries;

o Follow up the execution of contracts and the respect of deadlines;

o Organize due management of public procurement documentation;

o Update IT tools for contract management; and,

o Organize project documentation management
- **_Logistics:_**
- Provide logistic support to short-term and ad hoc consultancy missions including administrative correspondence, mission orders, plane tickets, hotel booking, setting appointments etc., in compliance with EF internal rules and procedures;
- Provide logistics support in the organization of workshops, steering committee meetings, training programs, resident expert missions, head office missions, regional events, and study tours including issuance of invitation letters, event registrations, booking plane tickets, accommodations and meeting venues, and issuance of per diems;
- Provide logistics support to the organisation of specific events (steering committee meetings, seminars, training sessions, resident expert missions, head office missions, regional events, etc.);
- Create and update databases of project partners and beneficiaries;
- Set up and manage a portfolio of service providers and collecting quotes

The “Air Quality Improvement Program in ASEAN” (AQIP) is an ASEAN-endorsed initiative supported by the Agence Française de Development (AFD) and is being implemented and managed by Expertise France (EF).

AQIP aims to support the strengthening of regional, national and local public policies towards improving air quality, to strengthen capacity of public authorities in ASEAN Member States on air quality monitoring and enhanced air quality management. It also intends to contribute in advocating for better air quality through the preparation of thematic studies, conduct of workshops, training programs, and study visits.

EF, the implementing lead of AQIP in ASEAN, is

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