Administrative Assistant

Location Ecuador City Quito Contract Type Staff Grade X4 Salary scale Country Scale Contract Duration 18 months Deadline (23:59 KST) 23/04/2024 Job Reference RP24-129

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.

The Global Green Growth Institute (GGGI) is an intergovernmental organization founded to support and promote a model of economic growth known as green growth, which targets key aspects of economic performance such a poverty reduction, job creation, social inclusion, and environmental sustainability. GGGI works with countries around the world, building their capacity and working collaboratively on green growth policies that can impact the lives of millions. The organization partners with countries, multilateral institutions, government bodies, and the private sector to help build strong economies that are more efficient and sustainable in the use of natural resources, less carbon intensive, and more resilient to climate change. GGGI supports stakeholders through complementary and integrated workstreams that deliver comprehensive products designed to assist in developing, financing, and mainstreaming green growth in national economic development plans.

GGGI has a diverse portfolio of programs in developing countries around the world. These in-country programs, together with global products and services, focus on delivering results through an integrated approach of evidence-based green growth planning and implementation aligned to countries' development priorities.

CONTEXT

The Government of Ecuador, under the leadership of the Ministry of Environment, Water, and Ecological Transition (MAATE) and Ministry of Economy and Finance (MEF), has embarked on an ambitious effort to increase the mobilization of international climate finance and private investments for a climate resilient and low-carbon development. The Green Climate Fund's (GCF) project called "Mobilization of international climate financing and private investments for climate-resilient and low-carbon development in Ecuador" will help Ecuador in achieving its goals.

POSITION SUMMARY

Based in Quito, Ecuador, the administrative assistant will support GGGI Ecuador Program principally on administrative activities to respond to requirements, rules, and systems established by GGGI and the GCF. S/he will support the Operations Enabling Division (OED) team to conduct finance, procurement, human resources and administrative tasks in compliance with policies, rules, guidelines, decisions, and processes. The Administrative Assistant will report to the Finance and Procurement Associate.

PURPOSE

Carry out essential administrative operations that require a basic understanding of GGGI's rules, procedures, systems and tools, complying with established GGGI policies, standards, and donor requirements.

Generate financial inputs to keep systems updated and to assist financial reporting.

Perform procurement related tasks to expedite the purchase of goods and services.

Support Human Resources related tasks to hire individual consultants and promote wellbeing activities.

Provide logistics support for the organization of workshops, conferences, meetings, and other events.

Support travel related tasks making sure these processes are fully documented.

ENGAGEMENT

Work closely with OED team in the LAC regional office and HQ

Work closely with the project team to support and carry out administrative aspects of program and project implementation.

Coordinate with internal and external stakeholders to guarantee compliance of GGGI's rules when carrying out HR, Procurement, Events, and Travel related processes.

Support initiatives to enhance staff well-being and engagement.

DELIVERY

Complete administrative and operational tasks as required meeting standards on quality and timeliness.

Support the OED team in fulfilling the objective of enabling operations of the Country Office in compliance with donor conditions, GGGI's Rules and Regulations, and internal systems.

Support high quality document management and record keeping of project documents through GGGI's internal tools and systems.

Support regional engagement initiatives by attending in person and virtual meetings, social events, learning opportunities, and knowledge sharing.

Perform other ad-hoc administrative duties as assigned by the Finance, Admin and Procurement Associate and/or the Project Manager.

QUALIFICATIONS

Bachelor's degree in business administration, finance, accounting, human resources, international relations, or other related field of study

Preferred at least 2 years of relevant experience in office management or administration roles.

Good level of proficiency in Microsoft Office applications (Excel, Word, 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.

Must be a citizen of Ecuador or have a valid work permit in Ecuador.

FUNCTIONAL

Organized and able to identify priorities, plan the efficient use of resources, and monitor progress against objectives.

Exceptional ability to pay attention to details and accuracy.

Seek opportunities to improve processes and outcomes. Frequently review performance to identify areas to develop.

Fast learner, respond positively to change and able to adapt quickly to new situations.

Experience using Microsoft Office. Especially Excel.

High literacy with systems, processes, and high level of analytical and logical thinking.

Service-oriented to internal and external clients, with demonstrated abilities to find solutions, and overcome challenges.

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.

Excels at problem solving, ask questions and seeks support when needed, shares easily information and knowledge with others both internally as externally.

Manage emotions and stress positively, builds rapport and resolves conflict easily.

Be able to lead where needed and provide solutions to challenges.

Strong understanding and ability to execute operational processes that lead to successful project delivery.

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.

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