ADMINISTRATION AND FINANCE OFFICER (YEMENI NATIONAL)

Location: Al-Mukalla, Yemen 
Starting date: September 2023
Period of implementation: 12 months

Expertise France is a French public agency under the tutelage of the French Ministries of Foreign Affairs and Economy and Finance with a strong inter-ministerial vocation. Expertise France offers project engineering and technical assistance by developing and implementing international cooperation actions worldwide. The agency operates in various fields of development and institutional cooperation including safety and security reform, post-crisis/ stability, public health, human rights, strengthening of institutions and NGOs and governance. Carrying out large-scale, multi-stakeholder projects, Expertise France can ensure the cooperation between individuals, teams and institutions with very different statuses, cultures and specialties. Besides, Expertise France has acquired a sound experience in administrative and financial management of large-scale international projects and is accredited by the European Union for the management of delegated Community funds.

CONTEXT

The fishing industry in Yemen is considered one of the most promising sectors for Yemen’s development and an essential source of employment and livelihoods for coastal communities. The sector provides jobs to over half a million Yemenis who in turn support over 1.7 million people. Furthermore, the fisheries sector is considered the third most important sub-sector in the country (FAO 2017). Yemen exported fish to 50 Asian, African and European countries including 12 Arab countries. The sector is therefore considered as a major pillar to achieve economic diversity in the oil-export dependent country, as well as socio-economic development.
After the outbreak of war in 2015, the fishing industry faced huge challenges in addition to the existing structural and regulatory obstacles. The main streams of challenges are the dramatic decline in production, loss of a mass of jobs, decline of purchasing power, disruption of export activities and destruction of infrastructure, security risks for fishers and civilian vessels –mainly in red sea coastal areas- as well as an environmental disaster. In addition, the conflict also provoked the displacement of fishing communities in the areas impacted by war and insecurity issues. 
The arrival of COVID-19 pandemic to Yemen naturally made the situation for the fishing sector even more critical. The impact is especially high in terms of production, sales and employment, with measures of prevention and social distancing in place. Many ports had to temporarily suspend operations and the incoming and outgoing traffic was restricted. The closure of some governorates’ borders also affected the movement of supply between governorates. 
The fishing sector in Yemen is confronted today with multiple obstacles, which limits its functionality as well as its potential to contribute to local development.
‘’Fish2Dev’’ project’s objective is to strengthen the resilience of the fishing sector in Yemen, leading to improved livelihoods of local communities, greater food security, and better post-crisis recovery prospects. Particularly, the project will address some of the challenges facing the sector’s business actors and their potential in reviving the sector’s value chain, therefore the resilience and development of the sector as a whole. This will be achieved through the following components:

1.    enhancing artisanal fishing boats and providing fishers with the needed productive assets as well as strengthening the technical capacities of different value-chain actors
2.    Implementation of rehabilitation works at Al-Mukalla central market, which aims at increasing and upgrading the market main infrastructure and improving the hygienic conditions within the market facilities.

Expertise France is looking for an Administration and Finance Officer to support the programme implementation, based in Al-Mukalla city.

DESCRIPTION OF THE TASKS

Under the general supervision of the Project Manager, the Administration and Finance Officer’s responsibility is to ensure sound and transparent administration of funds by providing accounting and financial management consistent with the EF financial management framework. Main tasks will be as follows:

• Follow-up financial transactions in line with the financial and administrative guidelines
• Provide inputs and recommendations to the PM regarding budgets and expenditures and assist the preparation of budget revisions.
• Assist the PM in handling of human resource-related concerns.
• Responsible for the monthly closing tasks
• Maintain the archive for the all the supporting documents.
• Ensure logistic tasks including collecting offers – contacting suppliers – market assessment …
• Support in the procurement tasks: participating in the procurement committee, organize and archive the documentation …
• Provide the needed support in audit missions from EF main donor and for partners’ audit.
• Support the local partner in the financial matters, procurements according to the organization policies and procedures.  
• Monitor the project vehicle log sheets and movements arrangements  
• Perform any other related duties as assigned by the supervisor

The Administrative and Financial Officer establishes and maintains efficient administrative systems and procedures as well as control mechanisms to support the smooth running of the operations and ensure compliance with EF administrative, human resources and financial rules and procedures. The incumbent manages the day-to-day human, financial and administrative resources of the project team; conducts regular checks of the internal controls, leads the preparation of the monthly accounts closure of the operation, ensuring that disbursements are made in accordance with the administrative budget and EF’s Financial Rules Administration and implementation of program and operational financial services. S(he) supports EF partners in the implementation of the activities through administrative and financial advices.

Administration and implementation of program and operational financial services

• With support from each implementing partner, ensure efficient financial monitoring and reporting (including monitoring expenses and revenues, reviewing and upgrading existing procedures, and ensuring production of appropriate financial reports for internal and external stakeholders). 
• Implement the content of internal Standard Operating Procedures (SOPs) in finance and monthly closure of accountancy, in consultation with the Project Manager;
• Regularly review with the Project Manager, in line with Month-end Closure Checklist, the Project Delivery Status Reports and investigate any overspend and take immediate corrective action;
• Contribute to programme budget planning and preparation by presenting thoroughly researched information for planning of financial resources;
• Provide information to the Project Manager on routine implementation of project. Keep track of an appropriate & timely use of financial resources;
• Implement control mechanism for development projects through monitoring budgets preparation and modifications and budgetary status (budget follow-up). Track and report on program and operational financial resources;
• Liaise with EF at HQ level and its Finance Section for requests for preparation of donor reports and review and comment on draft financial reports in conjunction with the project Manager;
• Prepare and maintain programme financial forecasts and contribute to the preparation of the Programme Documents. 
• Perform any other finance or administrative related duties as requested by the Project Manager. Ensure the partner is aware of EF and donors’ requirements on reporting.
• Explain EF financial guideline to the partner.
• Make sure that report supporting documentation is in line with EF and donors’ standards.
• Conduct pre-assessment for new partners, and final partner evaluation at the end of the project.
• Coordinate partners’ audit missions when required.

REQUESTED PROFILE

Accountancy:

• Proven financial analysis and forecasting ability. Experience with various accounting software and multi-currency accounting.
• Experience at providing support, guidance and training to financial and non-financial managers and colleagues.
• Relevant experience in internal control and financial reports verifications.

Teamwork and general management:

• Strong communication and reporting skills in English (verbal and in writing);
• Ability to work to deadlines with good prioritisation and time management skills;
• Willingness and ability to regularly visit and coordinate with local partner organizations;
• Organizational Awareness: Demonstrate corporate knowledge and sound judgment;
• Development and Innovation: Take charge of self-development and take initiative;

Minimum Qualifications and Experience:

• Education: Bachelor’s degree in business administration, Accountancy, Audit or similar. 
• Experience: 2years of experience working with an international NGO or similar organisations
• Sound knowledge of International donors procedures 
• Languages: Fluency in written and spoken English. Arabic is required.
• Computer skills: Experience in the usage of computers and office software packages (MS Word, Excel, etc.)