Finance, Administration and Procurement Senior Assistant, Saint Lucia
JOB DETAIL
Finance, Administration and Procurement Senior Assistant, Saint Lucia
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 has been operating in the Eastern Caribbean since 2017. In 2019, GGGI opened an office in Saint Lucia based at the OECS Commission, and OECS became the first regional member of GGGI. By virtue of this membership, GGGI works with the OECS Commission as well as OECS member countries to support a transition to green, resilient economies. This includes identifying and developing climate finance opportunities, increasing ambition and supporting implementation of NDCs, facilitating knowledge and capacity building, and increasing access to renewable energy and green jobs. GGGI has a diverse portfolio of programs in the OECS region that cover thematic areas ranging from climate finance, public expenditures, sustainable finance instruments, renewable energy, resilient green affordable housing, green entrepreneurship and more. In partnership with key donors including the NDC Partnership, the Green Climate Fund, the Qatar Fund for Development, the Government of Luxembourg, and the Agence Française de Développement, the GGGI Caribbean program works hand in hand with the OECS Commission as well as member state governments to mobilize climate finance from both public, private and international financiers and to support the region in meeting its NDC commitments and national and regional development and climate goals. GGGI is about to begin the implementation of two exciting climate finance projects funded by the NDC Partnership and the Green Climate Fund which aim to deliver technical assistance to support institutional strengthening of Saint Lucia’s Climate Change Financing Framework and to enhance the country’s access to the GCF, develop sustainable finance instruments, and mobilize climate finance from both public, private and international financiers. The Finance, Administration and Procurement Senior Assistant will be highly involved in the day-to-day finance, procurement and administrative tasks of these two projects as well as the broader GGGI project portfolio in the region and any new projects that may arise, while also supporting the daily needs of the Easter Caribbean program as a whole.
POSITION SUMMARY
Based in Castries, the Finance, Administration and Procurement Senior Assistant will report to the Caribbean Representative, and will manage and coordinate the financial, procurement and administrative tasks of GGGI projects in the country and across the Eastern Caribbean region. The Senior Assistant will take charge of the financial management of the program, ensuring on time and high-quality financial monitoring, submission of donor reports, procurement planning and execution, as well as other administrative tasks related to events, office management, well-being and travel.
PURPOSE
- Support and ensure that financial management of projects is carried out effectively.
- Execute the financial management of projects.
- 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 Project Manager and 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 program.
- Perform other administrative support as required, including note taking, agenda development, calendar updates and scheduling of meetings.
ENGAGEMENT
- Working closely with the Project Manager, the Finance, Admin and Procurement Senior Assistant will support the project implementation in all aspects related to financial monitoring, budgeting, procurement planning, human resources, administration, project preparation and closing;
- 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
- Support the smooth operations of GGGI’s office in Saint Lucia in close collaboration with Regional Representative;
- Develop and maintain up-to-date knowledge of GGGI procedures, policies, and tools to support operational transactions for project/output delivery and advise team as necessary;
- 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 program execution of work plan and tasks;
- Develop and keep updated the tools for monitoring 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 Degree in Business Administration, Finance, Accounting or related fields
- At least 5 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 software is a plus (e.g. ERP)
- Must be a citizen of Saint Lucia or have valid work permit in Saint Lucia
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
- Understands and actively supports GGGI’s mission, vision, and values.
- Promotes an organizational culture of trust, transparency, respect, and partnership.
- Has strong client orientation.
- 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.
WORKING CONDITIONS
The Finance, Admin and Procurement Senior Assistant is an X5 grade level in GGGI’s Saint Lucia salary scale. The starting salary for the position is USD 24097 per annum. 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 that covers dental. 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.
