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.

In support of GGGI’s d’ivoire Country Program, the focus of Administration, Finance and Procurement Assistant is to provide Finance , procurement and administrative related services ensuring high quality and accuracy of work. S/he provides solutions to issues related to day to day office. Promotes a client-oriented approach consistent with GGGI rules and regulations. This position reports to Operations Manager of GGGI Offices.

PURPOSE

The role of the Administration, Finance and Procurement Assistant is to perform basic process transactions across range of administrative and finance services complying with established GGGI policies, standards and donor requirements and other operational and office administration functions. The Administration, Finance and Procurement Assistant execute multi-step transactions in the provision of accounting services such accounts receivables/payables processing and reporting. She/he support GGGI’s administrative operations and finds solutions to ensure efficient processes are in place to Cote d’ivoire GGGI´s office and workspaces across the different ministries.

ENGAGEMENT

• Provide information and explain accounting transaction requirements to clients;
• 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;
• Support and maintain relationships with service or goods providers.

DELIVERY

• Finance: Assist in expenditure tracking and audit of financial resources, in accordance to GGGI rules and regulations (e.g. authorization of payments, submission of claims, requisition/procurement of equipment and services < USD 10,000, processing of individual consultants’ payments). Assist in organization and oversight of timely accounting and reconciliation of all transactions and assets. 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. Terminal Expenses for staff, consultants, meeting participants and other.
• Travel: Assist in preparation of quarterly travel plans. Provide information and advice to the office, staff and consultants about travel services on the most direct, efficient, economical/cost-effective routings (including more complex itineraries) and airfare rates, as permitted by the rules and regulations, promoting a client-oriented approach consistent with GGGI rules and regulations. Ensure that Travel Claims are fully documented. 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.
• Conference management: 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.
• Administration: 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. Provide advice on support services entitlements and regulations in accordance with GGGI. 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.
• Communications: 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 four (4) 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 or other international organization is a plus.
• Good level of proficiency in Microsoft Office applications (Word, Excel, PowerPoint, etc.), as well as Enterprise Resource Planning (ERP) or similar software.
• Exceptionally organized with excellent prioritization skills.
• An excellent command of spoken and written French and English. Fluency in the local language is preferred.
• Experience coordinating successful functions and events (workshops, meetings, etc.) that are smoothly run and well-facilitated.
• Familiarity with Green Growth and Cote d’ivoire context with solid experiences dealing with government counterparts
• Excellent communication, presentation and writing skills.

FUNCTIONAL

• Ability to prepare business correspondence, both in French and English.
• High level of attention to detail and accuracy, especially to numbers.
• Strong and matured interpersonal skills and proven ability to work with multi-cultural teams.
• Ability to work well under pressure and have a flexible approach to tasks given.

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 Assistant is an X4 grade level in GGGI’s Cote d’Ivoire National 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.
• This is a national position and does not include relocation benefits.