Program assistant – Air Quality Improvement Program in ASEAN (H / F)

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 logistical 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 organization of regional workshops, thematic studies, trainings, and study trips. Expertise France (EF) acts as a technical assistant to ASEAN member states as part of component 2 “Regional support to ASEAN member countries for the strengthening of public policies and the capacities of institutions”. The beneficiaries of these activities will be the local and national governments of the ASEAN member states taking part in the programme. - Qualifications et compétences / Qualifications and skills   - Diploma in administration, office management, accounting or in any other relevant field; - Excellent knowledge of Jakarta and its general administrative, financial and legal framework and institutions; - Good written and verbal communication and presentation skills; - Good ability to work in a small team and to communicate with different suppliers and service providers; - Management of IT tools and software products (Powerpoint, Word, Excel); - Be fluent in English, proficiency in French would be an asset.   Expérience professionnelle / Professional experience - At least 5 years’ experience in the same position (program assistant in an international organization); - Proven experience in project operations management, administrative, and accounting skills; - Demonstrated experience working in an international context. Condition of the mission Duration of the contract : work contract 12 months renewable, Beginning of the mission : October 2023 Budget : Based on candidate’s profile and on Expertise France’s salary grid Working conditions : Full-time - Coworking space office in South Jakarta or ASEAN offices     Documents à fournir / Documents to be provided - CV in English - Cover letter in English - 3 references with contacts