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 Frances solidarity policy, influence and economic diplomacy.

Expertise France in Brussels are recruiting a financial, administrative and logistics assistant, for its two Anti Money Laundering / Countering the Financing of Terrorism projects.

• Main objectives

The general objective of this position is to help Expertise Frances AML/CFT projects in Brussels in their logistical, administrative and financial management under the responsibility of the project coordinators and in relation with the support team based at Paris headquarters.

The specific objectives are the following:

• Logistic support for the CoBa project (30%)
• Administrative and budget management of the CoBa project (20%)
• Logistic support for the EU AML/CFT Global Facility Project (50%)

• Job description

The main tasks of the project assistant will be:

Logistical organization of CoBa project activities (30%)

• Participate in the definition, with the CoBa team, of the logistical aspects of missions, trainings and seminars to be organized in partner countries
• Select flight plans in accordance with Expertise France's internal rules
• Anticipate the steps required for international travel (visa applications, current procedures vs. COVID context, security process, etc.)
• Identify, negotiate and follow up on local services at the mission site: catering, purchase of equipment, interpreters, hotels, transportation, etc.
• Develop simple contracts related to field activities in consultation with project coordinators
• Accompany missionaries during the preparation and execution of their mission
• Prepare and follow up on the missionaries' expense claims
• Collect supporting documents for archiving and auditing (invoices / boarding passes / signed attendance lists, etc.), check their conformity with Expertise France rules
• Support the visibility and communication of the actions, in conjunction with the project's communication expert (ordering promotional items, etc.)

Support for administrative and budgetary management of the CoBa project (20%)

• Drafting of simple expertise contracts, follow-up of their signature and collection of necessary administrative documents, according to Expertise France rules
• Requests for registration of service providers to the accounting department
• Support in the drafting and follow-up of purchase orders for experts and short-term service providers
• Follow-up on the realization of certain services (translation, promotional items, etc.)
• Updating of the contract and purchase order tracking table, reporting to the project manager
• Receiving and archiving deliverables from experts and service providers, checking compliance with purchase orders and contracts
• Signing of documents (dematerialized)
• Payment of contracted services via internal software
• Coordination with the admin-fin assistants for the accounting / treasury follow-up
• Maintenance of the list of expenses
• Electronic archiving of documents, ensuring the proper maintenance of project files and their accessibility: an initial mission to identify certain documents and improve archiving will be requested
• Support for project audits (research and provision of documents)

Logistical organization of the EU AML/CFT Global Facility project activities (50%)

• Participate in the definition, with the EU AML/CFT Global Facility team, of the logistical aspects of missions, trainings and seminars to be organized in partner countries
• Select flight plans in accordance with Expertise France's internal rules
• Anticipate the steps required for international travel (visa applications, current procedures vs. COVID context, security process, etc.)
• Identify, negotiate and follow up on local services at the mission site: catering, purchase of equipment, interpreters, hotels, transportation, etc.
• Develop simple contracts related to field activities in consultation with project coordinators
• Accompany missionaries during the preparation and execution of their mission
• Prepare and follow up on the missionaries' expense claims
• Collect supporting documents for archiving and auditing (invoices / boarding passes / signed attendance lists, etc.), check their conformity with Expertise France rules
• Support the visibility and communication of the actions, in conjunction with the project's communication expert (ordering promotional items, etc.)

Characteristics of the position:

• Simultaneous field missions in different countries and for several experts in parallel
• Remote organization of field activities
• Many interlocutors
• Importance and deadlines of internal processes (public agency)

Expertise France's offices in Brussels host two European-funded cooperation projects dedicated to the fight against money laundering and terrorist financing.

• Good understanding and experience in the use of tools and technologies used in project management (travel, project management software, etc.)
• Fluency in written and spoken English. French would be an advantage.
• Methodical and organized, anticipating needs and difficulties
• Ability to adapt quickly to the work environment
• Ability to work independently, proactive and take initiative
• Good interpersonal skills, availability, sense of teamwork
• Good management of emergencies and reactivity, ability to manage priorities (facing several simultaneous requests)