Burundi/Twige Twese - Administrative and financial manager - Shared office (M/F)

Within the Project Support team of Expertise France's Shared Office (BM) in Burundi, the Administrative and Financial Manager (RAF) is responsible for managing the administrative and financial aspects of the lead project and the shared office. They provide support across all projects in the areas of finance, human resources, administration, and logistics.

The shared RAF (Regional Administrative and Financial Officer) reports hierarchically to the lead project manager of Expertise France in Burundi in Bujumbura. 

The shared Administrative and Financial Officer (RAF) liaises with the Burundi team of the Expertise France Shared Office, project managers, coordinators, administrative and financial officers and assistants from the various departments, and the shared office liaison at the Operations Directorate. They are the line manager of the shared office's support services team.

Under the supervision of the Administrative and Financial Officer and the accountant, the RAF is responsible for the following activities:

• Ensure the implementation of payment procedures and good accounting practices.
• Verification of the consistency of accounting data (description, accounting codes, analytical codes, exchange rates, etc.: ERP and Excel files);
• Control the quality of accounting documentation: ensure that each field expense is supported by a valid supporting document and complies with Expertise France and project procedures (compliance with competitive tendering thresholds, commitment and payment thresholds);
• Control the quality of treasury tools: ensure that the cash and bank journals of the projects are correctly and up-to-date;
• Monitor the cash transactions carried out by the CAF (monthly and ad hoc checks);
• Monitor the financial transactions of the Expertise France bank account: bank charges, withdrawals, payments; control of checks and transfer transactions;
• Supervise the correct numbering of accounting documents, their methodical classification and paper and electronic archiving by the CAF;
• Control the monthly closing of cash and bank journals, including bank reconciliation and cash inventory;
• Transmit monthly closings to Expertise France headquarters after validation by the Head of the Expertise France office in Burundi;
• Anticipate the cash flow needs of projects by submitting the supply request file on the cloud after validation by the Head of the Expertise France office in Burundi;
• Contribute to the accounting and financial closing and the annual and final closing of the projects in charge, in close collaboration with headquarters;
• Ensure compliance with the policy for archiving accounting documents;
• Ensure the implementation and compliance of internal control mechanisms and contribute to the identification, analysis and mitigation of financial and operational risks.

Project budget management and financial reporting

He/She is responsible for all financial aspects, including budgetary matters, and in particular:

• Ensure proper budget allocation of field expenses;
• Verify the eligibility of field expenses planned in the project budget and whose amounts comply with the budgetary flexibility rules for projects;
• Ensure budgetary monitoring of local expenditures (financial execution);
• Ensure compliance with applicable national regulations in financial, tax and social matters, in conjunction with the relevant service providers;
• Prepare and update the project's field expenditure forecasts in close collaboration with the project teams and headquarters;
• To ensure a consolidated view of the financial performance of projects and to raise the alarm in case of budget overruns or significant under-execution;
• Transmit the monthly budget monitoring of the projects (Expertise France format) to the Expertise France headquarters, after validation by the lead project manager of the shared office in Burundi;
• Prepare, compile and control donor financial reports in conjunction with headquarters for the various projects under management;
• Participate in the improvement of administrative and financial procedures, rules and tools under the supervision of the Head of Office, in consultation with Expertise France headquarters and in particular the Administrative and Financial Coordinators;
• Prepare and participate in internal audits and then ensure the implementation and follow-up of recommendations made by external auditors, employees of Expertise France headquarters and donors on supervisory missions;
• Prepare and participate in quarterly and annual reviews of the projects in charge;
• Represent Expertise France on the technical, administrative and financial aspects of projects, in support of the Project Managers and under the coordination of the Head of the shared office.

HR Management

Under the supervision of the shared office manager, he/she is the main contact for the payroll management firm in Bujumbura:

• Follow the umbrella company contract, renegotiate and renew as needed;
• Monitor and control the payment of salaries by the umbrella company in accordance with the employment contracts;
• Ensure that taxes and social security contributions are settled in accordance with the country's legislation by the umbrella company;
• Participate in the recruitment of national staff and in the briefing of new arrivals:
• Train the administration and finance teams on the procedures;
• Supervise the monitoring of staff leave, overtime, time off in lieu, etc., based on dedicated tools;
• Participate in the improvement of HR procedures, tools and dashboards within the Bujumbura office;
• To monitor workload plans and work schedules of their teams and to evaluate skills and performance, in conjunction with the Project Managers;
• In conjunction with the Project Managers of the shared office, set objectives and conduct team evaluations under their direct supervision.

Logistics management and support for the operational implementation of projects

• Contribute to the sound administrative and operational management of the shared office
• Ensure compliance with field procurement and contract award procedures in accordance with donor guidelines. Among other things, they ensure compliance with the expenditure commitment procedure and are responsible for internal controls. They also participate in the validation of procurement files, in close collaboration with headquarters;
• Monitor, negotiate and renew contracts for the purchase of goods and services;
• Oversee fleet management (maintenance, fuel consumption, geolocation, etc.)
• Coordinate the office inventory work;
• Supervise the logistical organization aspects (invitations, hotel reservations, flight reservations, visas, travel authorizations, vehicle rentals among others) for the missions of the Expertise France teams (shared office and headquarters) and the experts mandated by Expertise France;
• If necessary and after a prior briefing with the project management team: ensure the safety of property and people;
• Supervise the administrative and logistical preparation of meetings, workshops, conferences, ceremonies and other activities of the shared office projects;
• Supervise the delivery files of equipment and materials for the joint office projects with the Customs, Tax, etc. administrations and supervise the preparation of receipts and handovers in accordance with Expertise France procedures;

Support for implementing operators

• In conjunction with the Project Managers, support the development of grant or service agreements with implementing operators;
• Promote a culture of compliance, transparency and accountability among operators in the management of funds;
• Establish a project procedures manual to be shared with those responsible for grants or service delivery;
• Train and strengthen the capacity of the finance and logistics team on financial tools and the proper mastery of procedures and rules to be followed within the framework of the project;
• Ensure that the operators implement the administrative, financial and accounting rules and procedures provided for under the project (Procedures Manual);
• Verify expenditure and procurement files (check accounting documents) before the next tranche of the subsidy is paid by operators;
• Maintain regular communication with operators to ensure the timely transmission of administrative, budgetary and financial information;
• To monitor the contractual obligations of the service providers and operators implementing the program;
• To ensure relationships and continuous capacity building for grant or service delivery managers.

Purchasing and Contract Management 

The Finance and Administration Manager (RAF), in conjunction with the Project Managers and the Procurement Officer, will oversee all funds allocated for the purchase of goods, services, equipment, and works, in accordance with Expertise France's procurement rules and procedures, and will support projects in implementing the project's procurement plan. They will also provide advice and support to project teams on procurement and contract management matters.

He/she provides support and guidance to the Purchasing Officer on:

• The preparation of External Consultation Files (DCE) ensures all validations required for each level of procedure and follows the drafting of tender documents and the management of procurement processes (application of procurement procedures, framing and launch, monitoring of tenders, selection of offers) in collaboration with the project team and the headquarters of Expertise France;
• Drafting the various contracts and/or purchase orders for goods, services and works; Supervising the drafting for those under the responsibility of the Purchasing Officer;
• The development and implementation of a management (archiving) and monitoring system for the execution of contracts entered into (preparation of import application files, documentation of product deliveries and their handover to the beneficiary).

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