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

This position will support the implementation of finance, administrative and procurement processes of the project “Dominican Republic National Multi Threat Early Warning System”, funded under the Infrastructure for Resilient Island States (IRIS) programme window of the Coalition for Disaster Resilient Infrastructure (CDRI), and contribute to the development of finance, administrative and procurement processes projects under the GGGI Dominican Republic office. This project aims to enhance capabilities to improve the accuracy and dissemination of alerts to the population in the event of extreme disasters. To achieve this, three action components are proposed to develop with the Emergency Operations Center (COE in Spanish) as the lead focal point, and the Climate Change National Council National (CNCCMDL in Spanish) as the technical focal point: (a) Designing a Multi-hazard Early Warning System, (b) Developing the National Risk Atlas, and (c) Strengthening “Alerta-COE.” These three components present an integral vision and a long-term response that would contribute to the mitigation of atmospheric effects and climate change in the country.

The main objectives of the proposed Multi-Hazard Early Warning System (EWS) are aligned with the needs of the Dominican Republic as a Small Island State in the Caribbean as set out in the SAMOA Pathway for Small Island Developing States (SIDS), the Sendai Framework for Disaster Risk Reduction, the 2030 Agenda for Sustainable Development/SDG, the Paris Agreement, and the New Urban Agenda (Habitat III).

This initiative aims to strengthen the Emergency Operations Center (COE), which plans and directs all coordination actions among the institutions of the National Disaster Prevention, Mitigation and Response System, as well as other relevant institutions, such as National Institute of Hydraulic Resources (INDRHI), National Meteorological Office (ONAMET), National Geological Service and other relevant government agencies in the Dominican Republic, with the necessary technical support and knowledge products related to infrastructure resilience.

POSITION SUMMARY

Located in Santo Domingo, the Finance, Admin, and Procurement Assistant will play a vital role in supporting the GGGI Dominican Republic Program. This includes providing support for finance, administration, and procurement tasks,. The aim is to ensure alignment with the requirements, regulations, and systems set forth by both GGGI and CDRI.

She/he will play a basic day to day support of procurement, administrative, and human resources functions by ensuring rigorous compliance with policies, rules, guidelines, decisions, and established processes. Furthermore, will engage in collaborative efforts with colleagues involved in monitoring and evaluation across Latin America and the Caribbean, as well as with other GGGI country programs when appropriate.

This position is pivotal in facilitating the integration of operational support services, particularly related to financial management, ensuring effective delivery and success in-country operations. The role will enable the successful delivery of country program through operational tasks which include understanding and proficient use of GGGI’s systems (GGGI ONLINE, 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.

The Finance, Admin and Procurement Assistant will report directly to the Dominican Republic Program Manager, and will work embed within the offices of the Emergency Operations Center (COE) and the National Council for Climate Change and Clean Development Mechanism (CNCCMDL).

PURPOSE

• Ensure that financial management of the Dominican Republic program are carried out effectively.
• Execute the financial management of the Dominican Republic 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 GCF 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 CDRI guidelines, GGGI’s Rules and Regulations, and internal systems set up to conduct the process.
• Support portfolio management review by producing perioding reports for the Program Lead and Program Steering Committee.
• 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 project. Perform other administrative support as required, including note taking, agenda development, calendar updates and scheduling of meetings.

ENGAGEMENT

• Working closely with the Dominican Republic Country Program Manager, Project manager, the Finance, Admin and Procurement Senior Assistant and the Monitoring, Evaluation, and Learning Associate, and as requested, to support administrative, finance and procurement 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 the 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.
• Design and implement M&E frameworks and tracking systems to track delivery against project targets.

REQUIREMENTS

QUALIFICATIONS

• Bachelor’s degree in business administration, finance, accounting, human resources, or other related field of study is considered advantageous.
• Preferably 2-4 years of relevant experience in office management or administration roles.
• Demonstrated experience with managing data, Excel spreadsheets, reporting or tracking systems, and online systems.
• Good level of proficiency in Microsoft Office applications (Word, Excel, PowerPoint, etc.)
• Strong oral and written English are essential.
• Experience with the UN system, other international organizations, bilateral cooperation entities or projects is desirable.
• Ability to prepare written reports and business correspondence, both in Spanish and English
• Must be a citizen of the Dominican Republic and located in the country.

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.