Finance, Procurement, and Administrative Assistant

Finance, Procurement, and Administrative Assistant

Please note that the deadline is based on Korean Standard Time Zone (KST, UTC+9)

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 web page. 

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 Colombia, Peru, and Ecuador country programs comprise the GGGI's Andean Country Programs under the leadership of the Andean Representative. The Andean Country Programs manage around 15 projects related to various matters like sustainable finance, circular economy, sustainable energy, climate action, among others. The Finance and Corporate Services (FCS) Team works in a cross-cutting manner across the three countries to enable the operation of projects by developing financial, procurement, human resources, and administrative tasks.

POSITION SUMMARY

Based in Quito, the Finance, Procurement, and Administration Assistant will support the operations of the GGGI Andean Country Programs, responding to requirements, rules, and systems established by GGGI and the donors. S/he will also support the FCS Andean team in conducting finance, procurement, human resources, and administrative tasks to enable the operation of the projects. S/he will report to the Finance, Procurement, and Administration Senior Assistant.

PURPOSE

The role of the Finance, Procurement, and Administration Assistant is to:

• Perform Human Resources-related tasks to hire individual consultants and staff and promote well-being.

• Carry out the logistics of the events in Ecuador and support the travel related tasks for the three countries with the guidance of the Andean Events and Travel Focal Point. Support improvements to events and travel trackers.

• Execute administrative and office-related tasks.

• Support the FCS Andean team by processing basic transactions when required, related to finance, procurement, and administration, following GGGI’s rules, procedures, systems, and tools.

ENGAGEMENT

• Support the FCS team to fulfill the objective of enabling Country Offices' operations in compliance with donor conditions, GGGI's Rules and Regulations, and internal systems.

• Collaborate closely with the project team to execute FCS aspects of the program and project implementation.

• Work closely and communicate regularly with the FCS team in the Latin America and the Caribbean regional office and the Headquarters in Korea to align regional operations and integrate new processes and requirements that enhance project management and delivery.

• Coordinate with internal and external stakeholders to guarantee compliance with GGGI's rules when carrying out Financial, Procurement, Human Resources, and Administrative-related processes.

• Collaborates with country teams to understand their specific needs and requirements and guide them in standardizing operational processes.

• Collaborates with country teams for strategic program development from an operations perspective in line with GGGI’s Strategic Plan 2030.

DELIVERY

• Assist in recruitment processes for individual consultants and staff, ensuring efficient and compliant procedures.

• Support the in-person logistics for workshops, conferences, meetings, and other project-related events in the Andean Countries.

• Assist with travel arrangements for external parties (non-staff), ensuring proper documentation and adherence to procedures.

• Support in maintaining high quality in full documentation for audit and tracking purposes.

• Support procurement tasks to facilitate the purchase of goods and services, ensuring transparency and adherence to internal policies.

• Assist with financial processes for projects in the Andean Countries portfolio, including budget development for new initiatives, budget execution monitoring, financial reporting, and accounting reconciliations.

• Assist in tracking and reporting project performance to internal management and donors.

• Support monitoring of project and country performance to enable efficient delivery and strong project management.

QUALIFICATIONS

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

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

• Experience in working as part of a team, in multicultural settings, and the ability to manage multiple parallel tasks.

• At least 2 years of relevant experience in recruitment, events planning, or administration roles.

• Good proficiency in Microsoft Office Excel or similar.

• Good proficiency in other Microsoft Office applications (Word, PowerPoint, etc.).

• Advanced English proficiency is required. 

• Ability to prepare written reports and business correspondence, both in Spanish and English.

• (Desirable) Working experience with international or technical assistance organizations that deliver donor funded projects.

FUNCTIONAL

• Provide support in organizing activities, identifying priorities, planning the efficient use of resources, and monitoring progress against established objectives. 

• Strong ability to pay attention to details and accuracy.

• Able to seek opportunities to improve processes and outcomes and frequently review performance to identify areas to develop. 

• A fast learner who responds positively to change and adapts quickly to new situations.

• Ability to solve problems, ask questions, and seek support when needed.

• Good literacy with systems processes and analytical and logical thinking.

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

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

• 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.

• Promote the optimum use of public resources.  

• Promotes 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 challenges.

WORKING CONDITIONS

The Finance, Procurement and Administration Assistant is an X4 grade level in GGGI's Ecuador Salary Scale. The salary range for the position starts at USD 18,178 per annum, depending on 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 and vision.

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.

The date to close is Korean Standard Time (KST). Applications submitted after the deadline will not be considered Application. Cover Letter, and CV must be sent in English. 

Important Note: Appointment is subject to the availability of funds.