Responsibilities

The Regional Administrator is responsible for:

• Monitor the proper execution of administrative activities of countries and projects , as well as support the activities of Country Administrators in their areas of competence and in accordance with COOPI procedures, manuals and regulations, as well as the contractual rules provided for by the various donors ;
• Ensure that Country Administrators ensure the processing and transmission of relevant reports and forms and, if necessary, intervene by taking the necessary corrective measures;
• Approve project financial reports before their transmission to the donor;
• Carry out management control of project sites and activities by reporting any anomalies to the regional coordinator and the national coordinator, proposing possible solutions;
• Ensure the management of external audits by coordinating and supporting the various Country Coordinators.

More specifically, the implementation of the mission involves the following activities:

Budget:

• Collaborate on the budgets of new projects in accordance with the planning and sustainability of the Regional Coordination;
• Verify the accuracy and completeness of data provided by countries for the budget and transmit it to headquarters.

Project management:

• At the start of the project, receive the procurement plan from the project manager through the Country Administrators, verify it ensuring compliance with the budget and necessary procedures, and upload it to the appropriate internal tools;
• transmit the Italian costs to the country administrator;
• Ensure monitoring of the development of the purchasing plan ;
• Ensure constant consistency between project, country and headquarters accounts, checking consistency between them;
• Verify and control the subsidies to be received;
• Plan and control the schedule of reports to be submitted in Italy and abroad for the countries in its area;
• Verification and approval of interim or final reports established on site; finalization and approval of final reports to be submitted from Milan;
• Compilation of project reconciliation ;
• Support for audits carried out at headquarters for countries of jurisdiction;
• Verification and analysis of reconciliation.

Coordination:

• Support the preparation of the country’s annual budget ;
• Preparation of the regional budget and its periodic monitoring;
• Support the organization of the work of the Country Coordinators by providing them with work guidelines (priorities, modalities);
• Ensure the sustainability of Regional Coordination and the discharge of services from the Milan headquarters;
• Verification of the viability of administrative percentages and monetary shares;
• Prepare and verify the accounting and administrative data required by headquarters;
• Verify that periodic monitoring of the financial aspects of each country of responsibility is in place;
• Update data on internal tools for processing budget sheets.

Selection and training:

• Participate in the selection phase of Country Administrators ;
• Ensures the training of Country Administrators ;
• Contribute to the evaluation of Country Administrators at the end of the contract;
• Actively participate in the remote and in-person onboarding processes of new Country Administrators and, if necessary, other administrative staff;
• Carry out integration missions for new Country Administrators;
• Continually supervise and periodically monitor the work of Country Administrators, by carrying out continuing training activities;
• Carry out monitoring and training missions.