Program Assistant

3 months ago

Jakarta, Indonesia Expertise France Full time

Expertise France is the public agency of French international technical cooperation. The agency operates around four priorities:

- democratic, economic and financial governance;
- security and stability of countries in crisis/post-crisis situations;
- sustainable development;
- strengthening health systems, social protection and employment.

In these areas, Expertise France carries out engineering and implementation missions for capacity building projects, mobilizes technical expertise and acts as an aggregator of projects involving public expertise and private know-how.

With an activity volume of 233 million euros, more than 400 projects in portfolio in 80 countries, and 63,000 days of expertise, **Expertise France** focuses its action towards France’s solidarity policy, influence and economic diplomacy.

The program assistant plays a key role in the implementation of the technical assistance program: he/she is the operational support of the local coordinator in the implementation of activities and its budget monitoring. He ensures compliance with the procedures for purchasing, payment and financial monitoring of the program, according to the rules of Expertise France.

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.

**Financial and budgetary management**
- Carry out financial monitoring of the project in accordance with the rules and formats of Expertise France;
- Prepare and participate in quarterly and annual budget planning exercises in close collaboration with the local project teams and project managers in EF headquarters;
- Prepare monthly financial reports for the EF headquarters;
- Prepare financial reports for the AFD;
- Prepare and support audits or controls;
- Carry out necessary checks to ensure the reliability of the projects’ financial data.

**Accounting, cash and bank account management**
- Set up payment procedures according to the EF accounting rules;
- Verify the conformity of received of supporting documents;
- Monitor expenditure and supplier invoices payments for the project;
- Check the accounts and its coherence (wordings, accounting codes, analytical codes, lettering, exchange rates, etc.) in available tools: Atlas, SAGE and Excel files.
- Prepare requests for funding of the local bank account or for headquarters;
- Once validated, send it to head office and monitor receipt of funds;
- Manage the project's cash flow and ensure adequate refunding;
- Ensure the security of funds;
- Set up regular relations with our partner bank

**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;
- Follow up the execution of contracts and the respect of deadlines;
- Organize due management of public procurement documentation;
- Update IT tools for contract management;
- Organize project documentation management;

**Logistics**:

- Provide logistic support to the short-term and ad hoc consultancy missions: administrative correspondence, mission orders, plane tickets, hotel booking, setting appointments etc., in compliance with internal rules and procedures;
- Provide logistics support to the study tours organization: invitation letters, plane tickets, hotel booking, transfers etc.;
- Provide logistics support to the organisation of specific events (steering committees, 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;

Expertise France is the public agency responsible for designing and implementing international technical cooperation projects. The agency works in four priority areas:

- democratic, economic and financial governance
- peace, stability and security
- climate, agriculture and sustainable development
- health and human development.

In these areas, Expertise France implements capacity-building projects, mobilises technical expertise and acts as a coordination agency, bringing together public and private expertise.

In ASEAN region, Expertise France is starting the Air Quality Improvement Program - AQIP financed by the French Development Agency (AFD). The program aims to support the strengthening of regional, national and local public policies in favor of improving air quality, to strengthen capacity of public authorities in ASEAN member countries on air quality monitoring and improvement issues, and to develop advocacy actions through, for example, the organi

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