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.

CONTEXT

GGGI’s LAC Regional Office manages and coordinates GGGI’s portfolio of programs across the Latin America and Caribbean Region. The LAC Regional office engages with regional organizations, develops new programs, manages engagement with countries interested in joining GGGI as a Member,and oversees the strategy, implementation and communication of results across country programs. The LAC regional office is led by the Director & Head of Programs Latin America and the Caribbean. The LAC Regional Office is based in Mexico City and shares two offices with the GGGI Mexico Program, both of which are hosted by GGGI’s government counterpart in the country: the Ministry of Environment and Natural Resources. The Administrative Assistant will report to the Regional Operations Senior Associate.

POSITION SUMMARY

Based in Mexico City, the Administrative Assistant will provide administrative support to the LAC Regional Office and, as required, to other country offices in the region without installed administrative staff. The Administrative Assistant’s role will enable the successful delivery of regional and country programs through administrative tasks which include understanding and proficient use of GGGI’s systems (ERP, E-recruitment, and E-procurement), raising requisitions and invoices, carrying out minor and low value procurement processes, supporting hiring processes, organizing travel arrangements, providing support in the organization of workshops and meetings, organizing financial information for reporting purposes, overseeing general office management, taking notes, conducting IT asset count, supporting office well-being and staff engagement, supporting expat staff in administrative requirements related to relocation, and supporting administrative needs of regional initiatives. Delivery of all administrative tasks shall be completed in compliance with GGGI policies, rules, guidelines, decisions, and processes.

PURPOSE

• Carry out essential admin operations/transactions that require a basic understanding of GGGI’s rules, procedures, systems and tools, complying with established GGGI policies, standards, and donor requirements.
• Take responsibility for day-to-day administrative activities for successful functioning of the LAC Regional office.
• Perform procurement related tasks to guarantee the programs’ successful and timely delivery.
• Provide logistics support for the organization of workshops, conferences, meetings, and other events.
• Support HR related tasks, in coordination with operations staff and HQ.
• Support travel related tasks, abiding by GGGI’s rules and procedures, and making sure these processes are fully documented.
• Coordinate the logistics related to green office and green event initiatives.
• Other administrative support as needed and/or requested.

ENGAGEMENT

• Work closely with the LAC Regional Director, the Regional Operations Senior Associate, and other GGGI Regional office staff, and as requested, other country office staff, to support administrative aspects of program and project implementation.
• Engage with internal and external stakeholders to guarantee compliance of GGGI’s rules when carrying out HR, Procurement, Events, and Travel related processes.
• Liaise with regional office staff, country teams, and HQ staff as required for the performance of duties.
• Support administrative tasks related to the financial, procurement and operational delivery of regional office projects.
• Support initiatives to enhance staff well-being and engagement.

DELIVERY

• Perform administrative support as required, including but not limited to note taking, agenda development, calendar updates, scheduling of meetings, event organization, travel arrangements.
• Support finance and procurement staff in administrative functions related to payments, budgets, procurement, and hiring processes in compliance with donor conditions, GGGI’s Rules and Regulations, and internal systems.
• Support regional engagement initiatives through in person and virtual meetings, social events, learning opportunities, and knowledge sharing.
• Support high quality document management and record keeping of project documents through GGGI’s internal tools and systems.
• Coordinate the development of presentations, documents, and tools as appropriate.
• Coordinate the onboarding of new staff and consultants in consultation with hiring managers.
• Support relocation arrangements for expatriate staff.

REQUIREMENTS

QUALIFICATIONS

• Completion of secondary education with at least 3-4 years of relevant experience in office management or administration roles
• Bachelor’s degree in business administration, finance, accounting, human resources, or other related field of study is considered advantageous.
• Good level of proficiency in Microsoft Office applications (Word, Excel, PowerPoint, etc.)
• Intermediate English proficiency is required.
• Ability to prepare written reports and business correspondence, both in Spanish and English
• Experience/knowledge of green growth, climate change and sustainable development is a plus.

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 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 environment, systems and 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.
• Important: Occasional time/schedule flexibility to interact with colleagues in other time zones (Latin America/HQ in Seoul, Korea).

CORPORATE

• Understands and actively supports GGGI’s mission, vision, and values.
• Promotes an organizational culture of trust, transparency, respect, and partnership.
• Has strong client orientation.
• Able to pick up and assimilate relevant information and learn tasks in a rapidly manner, responding swiftly and appropriately in fast-paced environments.
• Manages emotions and stress positively, builds rapport and resolves conflict easily.

WORKING CONDITIONS

The Administrative Assistant is an X4 National Staff Level in GGGI salary scale. 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.