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Administrative and Financial Director

Job to be filled as of :

As soon as possible

The Paris Peace Forum is recruiting an Administrative and Financial Director on a permanent contract to strengthen its team.

The Administrative and Financial Director will report directly to the Association’s Director General and Secretary General. They will play a strategic role by managing the Paris Peace Forum’s financial, accounting, legal, and administrative activities.

PRIMARY RESPONSIBILITIES

1/ Finance

Accounting:

  • Supervise the production of accounting documents and the Association’s consolidated accounts.
  • Oversee the filing, monitoring, and online/offline archival storage of invoices and accounting documents.
  • In conjunction with the chartered accountant, prepare the annual financial statements at the end of each financial year, including the balance sheet, income statement, appendices, and financial results that will be certified by the statutory auditor.
  • Prepare unaudited half-yearly financial statements (as at 30 June) per the Association’s financial reporting obligations to its donors.
  • Produce the financial reporting documents required by the Association’s agreements with its benefactors.
  • Liaise with the Association’s chartered accountant and statutory auditor.

Management control/budget monitoring/internal control:

  • Prepare the provisional annual budget and update it whenever necessary.
  • Design budget management tools and provide financial advice to Executive management in conjunction with the Association’s Treasurer.
  • Ensure quarterly budget monitoring (analysis of the actual budget versus the last voted budget, identification, and analysis of discrepancies).
  • Monitor expenses and manage their analytical allocation.
  • Enforce compliance with existing internal procedures by all the Association’s stakeholders.
  • Design and develop internal control processes to ensure the Association’s financial information’s good quality and prevent errors and fraud.

Cash flow:

  • Monitor and manage cash flow (monthly/yearly cash flow plan).
  • Draw up requests for financing from the Association’s banking institutions.
  • Liaise with the Association’s banks’ account managers.
  • Pay vendors and follow-up on revenue collection.

2/ Governance and legal affairs

Governance:

  • In conjunction with Executive management and with the support of a project manager, prepare and organize the meetings of the Association’s governing bodies (General Assembly and Executive Committee).
  • Prepare the agenda and the resolutions for these meetings.
  • Draft the meeting minutes.
  • Enforce compliance with the Association’s bylaws and rules of procedure.
  • Liaise with members of the Association and its law firm.
  • Oversee the drafting and publication of the Association’s Activity Report.

Legal and administrative affairs:

  • Review the Association’s contracts and agreements.
  • Draft partnership/grant/donation agreements with French and foreign partners.
  • Draft contracts with the Association’s main vendors.
  • Liaise with the Association’s law firm.
  • Ensure the Association’s compliance with its obligations as an Association under the law of 1901 (non-profit organization). More broadly, ensure legal monitoring and compliance with the Association’s legal, fiscal, and social obligations, including with regard to the international standards to which it may be exposed (sanctions, anti-money laundering measures, anti-corruption measures, etc.).
  • Research, prepare, and follow-up on grant applications.

PROFILE

  • Education: Master’s degree from a business school/university in accounting/finance/management control, or any other relevant area.
  • Experience: 7 years, of which at least 3 as an Administrative and Financial Director, ideally within an NGO.
  • Knowledge of foreign foundations, particularly American ones, would be a plus.
  • Excellent command of general and analytical accounting.
  • Expertise and practice of association law, and more broadly, tax and labor law.
  • Excellent popularization skills and capacity to produce decision-supporting tools.
  • Excellent command of Excel, and more generally of the Office 365 suite as well as accounting software.
  • Autonomous, versatile, and rigorous.
  • Excellent analytical and synthesizing skills.
  • Perfect command of French and English (written and spoken).
  • Dynamic, creative, and pragmatic.

REQUIRED SKILLS

  • Ability to implement a rule, a standard, a process, a protocol.
  • Ability to consult Executive management when required.
  • Team management (one to three people).
  • Proven methodology and organizational skills.
  • Understanding context, constraints, and complexity.
  • Diplomacy, interpersonal skills, team worker.
  • Excellent presentation.
  • Thoroughness.
  • Ability to propose innovative solutions.
  • High availability required.

CONDITIONS 

Salary: starting at €57K (gross/year), depending on profile and experience + 50% of lunch vouchers + 50% of transport costs + 50% company health insurance.

The Paris Peace Forum’s Permanent Secretariat offices are located in Paris (15ème arrondissement). All or part of the work can take place remotely, depending on the health conditions and the Secretariat’s Executive management’s instructions.

Please send your CV and cover letter (FR and EN) to job@parispeaceforum.org by 15 February, with “Administrative and Financial Director” as the email subject line.

ABOUT THE PARIS PEACE FORUM

The Paris Peace Forum was designed as a response to the rising challenges of the contemporary world. It aims to be the gathering place for governance solutions, particularly in the areas of Peace & Security, Inclusive economy, Environment, Development, Culture & Education, and New technologies. Based on the belief that international cooperation is crucial to meeting global challenges and ensuring lasting peace, the Paris Peace Forum aims to bring together all global governance actors (states, international organizations, companies, foundations, NGOs, and civil society as a whole) around concrete projects and initiatives.

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