Terms of Reference

Administration and finance assistant

Expertise France (EF) is looking for an Administration and Finance Assistant to support the administration, finance, and HR aspects of its VET4JOB programme. The position will be based in the EF Ankara Office, with occasional travel to the 12 project provinces where the activities will be implemented.

1. THE ROLE

Type of contract: Full-time

Estimated assignment period: From 01/04/2024 to 01/12/2028 (56 months)

Location: Ankara, with occasional travel to other provinces of implementation

Starting date: 1 April 2024

Reports to: Administration and Finance Officer

Line management of: N/A

2. EXPERTISE FRANCE

Expertise France is France’s public agency and interministerial actor in charge of international technical cooperation, the second-largest in Europe. As a subsidiary of Agence Française de Développement Group (AFD Group), it designs and implements projects that sustainably strengthen public policies in developing and emerging countries. Expertise France works in key areas of development: governance, security, climate change, health, education, and more. Alongside its partners, it contributes to achieving the Sustainable Development Goals (SDGs).

3. THE PROJECT

Starting March 1st, 2024, Expertise France will be implementing Phase II of its İMEP/VET4JOB programme, entitled “Improving the employment prospects for the refugees and host communities by high-quality VET and apprenticeship in Türkiye”, in partnership with EDUSER. Phase II, which will be implemented until 01.12.2028, will be the continuation of the VET4JOB I programme which has been implemented since 01.01.2020.

The İMEP/VET4JOB programme, funded by the Delegation of the European Union to Türkiye, is supporting the development of skills for refugees and host communities in Türkiye, for both adults and adolescents, through high-quality vocational training and apprenticeship training, in line with the needs of the labour market.

The İMEP/VET4JOB programme aims to (i) increase the demand and access of refugee and Turkish youth (14-22) and vulnerable adults to high-quality apprenticeship training, vocational training, and guidance services; (ii) support the fight against child labour; and (iii) increase social cohesion between refugees and host communities.

Overall, the İMEP/VET4JOB Phase II will aim to enhance livelihood opportunities to refugees and communities in Türkiye.

4. DESCRIPTION OF THE TASKS

Under the supervision of the Administration and Finance Officer, the Administration and Finance Assistant is responsible for:

• Supporting the Administration and Finance Officer to establish and maintain efficient administrative, financial systems and procedures for smooth running of the operations
• Daily recording of financial data in the information management system
• Checking and approving invoices and supporting documents
• Preparing weekly payment lists, submission for approval and bank transactions
• Recording cash payments and bank payments in the cashbook
• Archiving all documents related to admin&finance and HR as soft and hard copy
• Preparing VAT exemption letters and sharing them with suppliers
• Assisting the Administration and Finance Officer in day-to-day human resources matters to follow-up leave forms, the documents requested by the payroll company, preparation of monthly timesheets and having them signed by the staff, to archive the documents related to human resources
• Liaising with provincial coordinators and local teams on financial matters such as invoices, delivery records and payments
• Providing ad hoc translation and interpretation
• Recording project expenditure incurred in Ankara, and project provinces with clear financial, administrative and audit procedures
• Writing minutes of admin&finance related meetings (both in English and Turkish)
• Following up of Incoming/Outgoing mail
• Substitute Program Assistant when/if needed
• Perform any other program, finance or administrative related duties as requested by the Administrative and Finance Manager

5. REQUESTED PROFILE

• University degree (preferably in business administration, finance)
• At least 3 years working experience in a similar position, preferably in international projects
• Experience with EU-funded projects would be a strong asset
• Fluent in Turkish and English with strong writing skills
• Strong written and spoken communication skills
• Excellent attention to details
• Good knowledge of MS office, especially MS Excel
• Experience working with international agencies or organisations would be an asset
• Ability to work to deadlines with good prioritization and time management skills
• Demonstrated ability to work in a multicultural, multiethnic environment and to maintain effective working relations with people of different national and cultural backgrounds

6. APPLICATIONS

Deadline for submission of applications: 25 February 2024

Applications must be made in English. Please send your application to the following email address:

procurement-imep@expertisefrance.fr, with the reference to “EF Administration and Finance Assistant”.

Applications must include:

            - A CV, including 2 references

            - A cover letter

7. SELECTION PROCESS

The process of selection of expressions of interest will occur in two phases:

• As a first step, a shortlist will be established by Expertise France.
• Shortlisted candidates may then be invited for an interview.

Incomplete applications will not be considered.

Only shortlisted applicants will be contacted.