Finance, Admin and Procurement Senior Assistant

PURPOSE

The Finance, Admin and Procurement Senior Assistant supports in areas including the finance, budgeting, logistics and procurement and administrative facilities (such as office space, equipment…) including but not limited to:

• Take responsibility for day-to-day administration activities needed for the successful implementation of the project. Perform other administrative support as required, including note taking, agenda development, calendar updates and scheduling of meetings;
• Support procurement processes of consulting firms and service providers in compliance with the donor agreement conditions, GGGI's Rules and Regulations, and internal systems set up to conduct the process.
• Support financial management of the Transformative Climate Finance Program eg. Budget, timesheet, etc
• Support hiring processes of staff and consultants in compliance with the donor agreement conditions, GGGI's Rules and Regulations, and internal systems set up to conduct the process;

ENGAGEMENT

• Coordinate and solve technical and system related issues concerning Finance, HR and Procurement with GGGI’s HQ in Seoul
• Engage with officials within the different governments on administrative arrangements and other compliance related issues.
• Works closely with the Regional Director to ensure effective country program delivery

DELIVERY

• Prepare and assist reconciliation of bank, cash and DOAC (Defrayment of Attendance Costs).
• Prepare all payments, cash withdrawal by bank and clearing cash advances, Enter all payment vouchers, receipt vouchers and other journals into Agresso on daily basis,
• Assist in planning, analyzing, expenditure tracking and forecasting of monthly program expenditure.
• Assist Regional Director to coordinate and manage GGGI wide audit which include internal and external audit.
• Support procurement activities of the region and regional office ensuring adherence to decentralized and centralized procurement rules and regulations.
• Management the regional offices invoice registration and payment, Process Travel Claims (TCs), other travel entitlements such as Daily Personal Expenses (DPE) and Terminal Expenses for staff, consultants, meeting participants and other official travelers. - Assist in preparation of quarterly travel plans.  Provide information and advice to the office, staff and consultants about travel services as permitted by the rules. Ensure that Travel Claims are fully documented. 
• Assists the team in hiring process and onboarding of new staff as well as support wellbeing activities like coordinating birthday celebrations, active breaks, and promoting work ergonomics.
• Process requests for visas and liaise with travel agent and/or national mission to ensure timely processing of visas. Keep the visa tracker up-to-date and take action on visa extension/renews as and when needed. Keep an up-to-date travel directory of all travels undertaken.
• Assists in the organization of conferences, meetings, seminars and workshops requesting, collecting and recording all information, processing expense claims and reports on behalf of meeting participants; contributing to the management of the event/meeting including logistics, security, protocol, hospitality.
• Assist in the organization of meetings, conferences and visits.
• Process incoming and outgoing mail and documentation; maintenance of the corresponding register and distribution as appropriate.
• Take responsibility for day-to-day administration activities as well work office space.
• Perform other administration support as needed in support to Operations Manager and Country Representative.
• Serve as information management focal point by collecting and providing easy access to information, articles, and research material that may be relevant to the GGGI program as well as act as community manager.

REQUIREMENTS

QUALIFICATIONS

• A Bachelor’s degree in business administration, finance, accounting, or other relevant areas. Master’s degree is an added advantage.
• A minimum of five (5) years of progressive experience in office services including procurement, finance and related area (for those with secondary school) or four (4) years (for those with bachelor degree). Experience with the UN system, Regional Organizations or other international organization is a plus.
• Experience providing administrative support with an understanding of the structure and functioning of an international organization and intergovernmental organization.
• Good level of proficiency in Microsoft Office applications (Word, Excel, PowerPoint, etc.), as well as Enterprise Resource Planning (ERP) or similar software.
• An excellent command of spoken and written in English. 
• Experience coordinating successful functions and events (workshops, meetings, etc.) that are smoothly run and well-facilitated.
• Excellent communication, presentation and writing skills.

FUNCTIONAL

• Demonstrated experience in project and program monitoring, budgeting and delivery.
• Strong interpersonal skills with ability to maintain composure under pressure
• Demonstrates flexibility towards job requirements, and a willingness to do a variety of tasks as required
• Experience in supporting country offices in program development and implementation.
• Experience in event organization, outreach and communication.
• Exceptionally organized with excellent prioritization skills.
• Ability to prepare written reports and business correspondence in English.
• High level of attention to detail and accuracy, especially to numbers.
• Ability to work well under pressure and have a flexible approach to tasks given.
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CORPORATE

• Understands and actively supports GGGI’s mission, vision and values.
• Promotes an organizational culture of trust, transparency, respect and partnership,
• Processes and shares information easily and is excellent at problem solving.
• Manages emotions and stress positively, builds rapport and resolves conflict easily.

Child protection – GGGI is committed to child protection, irrespective of whether any specific area of work involves direct contact with children. GGGI’s Child Protection Policy is written in accordance with the Convention on the Rights of the Child.