Administrative, Finance and Procurement Associate

INTRODUCTION TO GGGI

The Global Green Growth Institute (GGGI) is a treaty-based international, inter-governmental organization dedicated to supporting and promoting strong, inclusive and sustainable economic growth in developing countries and emerging economies. To learn more please visit about GGGI web page. 

PURPOSE

• Ensure that financial management of the program is carried out effectively.
• Execute the financial management of the program, including budget development and monitoring, donor reporting, procurement and audit support.
• Review of Time Sheets and spending against budgets.
• Support procurement processes of consulting firms and service providers in compliance with the Grant Agreement conditions, GGGI’s Rules and Regulations, and internal systems set up to conduct the process.
• Support hiring processes of staff and consultants in compliance with the Grant Agreement conditions, GGGI’s Rules and Regulations, and internal systems set up to conduct the process.
• Support portfolio management review by producing perioding reports for the Country Program;
• Provide day to day support to the evaluation of the program operation, effectiveness and cost-efficiency,
• Take responsibility for day-to-day administration activities needed for the successful implementation of the program.
• Perform other administrative support as required, including note taking, agenda development, calendar updates and scheduling of meetings.

ENGAGEMENT

• Working closely with the Country Representative and Project managers, the Finance, Admin and Procurement Associate will support the program implementation in all aspects related to financial monitoring, budgeting, procurement planning, human resources, administration, project preparation and closing;
• Provide administrative support ensuring high quality and accuracy of work for program implementation activities: involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative and financial actions;
• Manage supplier relations with consulting firms, consultants, service providers and suppliers;
• Support and motivate GGGI in-country staff and individual consultants to know and to adopt tools, systems and processes efficiently and effectively
• Support the team in preparation of financial reporting and record-keeping complying with donor requirements;
• Coordinates communications with donor focal points for indicated projects for finance and procurement related communications;

DELIVERY

• Consolidate financial analyses and reports and papers for the donor, Program Steering Committee, GGGI Management team and GGGI Project Manager;
• Take responsibility for day-to-day administration activities as needed.
• Prepare and ensure validation of Terms of Reference;
• Develop and deliver onboarding material to new staff and consultants;
• Develop, monitor and propose revisions to financial and procurement plans;
• Develop and submit requests to the donor and GGGI MT to obtain approval for the revision of financial and procurement plans;
• Ensure the appropriate use of GGGI budget tools and systems by team members;
• Support the Project Manager in preparation and presentation of budget execution reports monthly, quarterly, and yearly, including requests for auditing purposes and donor financial reporting;
• Support the provision of required inputs for carrying out internal/external audits in compliance with the requirements and standards of GGGI and respective donors;
• Guide the adequate and efficient use of relevant management and financial modules of GGGI’s Enterprise Resource Planning (ERP) System for the Country Program
• Develop and keep updated the tools for monitoring projects execution of work plan and tasks, procurement planning, execution and amendment process;
• Support and train the team in the use of collaborative-work tools;
• Perform other administrative support as required;

REQUIREMENTS QUALIFICATIONS

• A Bachelor’s or Master’s Degree in Business Administration, Finance, Accountant or related fields.
• Preferred at least 3-4 years of relevant experience in administration roles, planning and implementation of development plans as well as budgets; preferably in international organizations at the local level;
• Excellent proficiency in Microsoft Office applications (Word, Excel, PowerPoint, etc.);
• Strong oral and written English is required.
• Ability to prepare written reports and business correspondence, both in Spanish and English;
• Ability to work well under pressure and have a flexible approach to tasks given;
• Experience with resource planning softwares is a plus (e.g. ERP)
• Must be a citizen of Cote d’ivoire, or have valid work permit in Cote d’Ivoire.

FUNCTIONAL

• Able to achieve results in a quality, timely, and cost-effective way. Sees priorities, plans the efficient use of resources, and monitors progress against objectives;
• Seek opportunities to improve processes and outcomes. Frequently review performance to identify areas to develop;
• Respond positively to change and is able to adapt quickly to new situations.
• Able to take on a diverse range of tasks equally effectively;
• Expertise with reliable hands in Microsoft Office;
• Exceptional ability to pay attention to details and accuracy, particularly when it comes to budgets, receipt and invoice organization, etc.;
• Fast learner, quick to adapt to new working environment and systems, and ready to bring an immediate contribution
• High literacy with systems, processes, and high level of analytical and logical thinking;
• Self-initiative, motivated, and team-oriented, with the capacity to work under pressure and with little supervision;
• Service-oriented to internal and external clients, with demonstrated abilities to find solutions, resolve problems, and overcome challenges.

 CORPORATE

• Understand and actively supports GGGI’s mission, vision and values.
• Promote the optimum use of public resources
• Promote an organizational culture of trust, transparency, respect and partnership.
• Process and share information easily.
• Manage emotions and stress positively, builds rapport and resolves conflict easily.
• Promote creativity and innovation among staff.
• Be able to lead where needed and provide solutions to project-level challenge.

WORKING CONDITIONS

·        The Finance, Admin and Procurement Associate is an X6 grade level in GGGI’s Cote d’Ivoire National salary scale which starts from USD 23,520. Determination of base salary is subject to candidate’s experience, academic background and internal equity.

·        GGGI provides 15% of base salary towards retirement plan/long-term savings, 27 days of annual leave, and private health insurance.

·        GGGI is committed to providing a work environment that is sufficiently flexible to accommodate diverse life-cycle challenges and assist Staff members to achieve a better balance between work and personal/family commitments, thus ensuring high performance, long-term productivity, and well-being of Staff members.

·        This is a national position and does not include relocation benefits.

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.