Based in Salalah, in Dhofar Governorate, Oman, the Admin and Logistics Senior Assistant will provide essential administrative, logistical, and programmatic support to ensure the smooth day-to-day operation for the ARISE Program. Reporting directly to the Financial Control Senior Associate, the Admin and Logistics Senior Assistant will execute multi-step transactions across a range of administrative, financial, logistical and procurement processes, ensuring that all project operational support activities fully comply with the policies, procedures, guidelines, rules and regulations of GGGI.

PURPOSE 

The Admin and Logistics Senior Assistant will be based in Salalah, in Dhofar Governorate. Reporting to the Financial Control Senior Associate, he/she will execute day to day administrative tasks, support financial reporting and planning,  and manage logistical processes related to the ARISE program on green growth and climate action planning and implementation. 

He/she will execute multi-step transactions and also provide operational support for travel, conference, meetings preparation, onsite events, and other pertinent tasks, including for the regional project, ensuring accuracy and quality across project delivery while meeting institutional policies, standards and donor requirements  

ENGAGEMENT 

• Provide complete information and explain administrative, logistical, and procurement process requirements to internal colleagues, external vendors, and project partners, resolving issues of data clarity within standard and operational situations. 

• Coordinate with GGGI HQ and regional operations teams (Finance, Procurement) to facilitate administrative activities in the country. 

• Communicate issues and risks that will affect consistent program/project delivery and report to the Financial Control Senior Associcate and relevant staff. 

• Communicate programme needs to service providers/suppliers and ensure that services/products are delivered in line with established agreements. 

• Coordinate closely with the Government of Oman, all GGGI country team, and other partners to schedule meetings, arrange workshops, and organize events and support day-to-day program operations 
   

DELIVERY 

• Manage routine local procurement of all necessary goods and services for the program with a focus on quality and value for money. 

• Maintain program filing systems and safeguard standards of reporting/documentary quality to support reporting to donors and programme stakeholders. 

• Provide logistics arrangements with respect to meetings, seminars, workshops, conferences, trainings, etc. including but not limited to transport solutions, catering, procurement and communications. 

• Ensure system is in place to manage office and IT inventories. 

• Ensure smooth day to day running of the office facilities and act as Health and Safety focal point for the Salalah office, managing emergency and safety procedures. Performs other administrative support as required in support to the Chief of Party and other team member as appropriate 

REQUIREMENTS

QUALIFICATIONS 

• A bachelor’s degree in any one of the following: business administration, management, procurement, accounting, or related fields.  

• Preferably 3 to 5 years of experience in procurement, budget reporting, and related fields. 

• Experience working in event facilitation, and/or recruitment is an advantage.  

• Experience working with government and multi-stakeholders (donors, multilaterals, etc.)  

• Fluency in written and verbal English and Arabic are essential. 

• Knowledge of green growth and climate change issues would be an advantage. 

• Experience with UN systems or other international organizations is a plus. 

• High level of proficiency in Microsoft Office applications (Word, Excel, PowerPoint, etc.) 

• Proficient in Project Management Information Systems (PMIS); and or Enterprise Resource Management systems (ERP) 

FUNCTIONAL  

• Ability to liaise and work seamlessly with relevant units and staff 

• Highly organized and able to effectively and efficiently multi-task and prioritize 

• Dedicated team player, with result-oriented, pro-active, and creative mindset to solve problems. 

• Able to perform duties on time and budget 

• Excellent multi-cultural literacy and interest in being a part of an international team 

• Takes a pro-active approach and work independently with minimum supervision to solve issues arising 

• Willingness and ability to travel (domestic) as needed, especially to events that the Program is organizing or participating (occasional) 

• Ability and willingness to work in a flexible and agile manner and deliver according to the demand of the Program 

CORPORATE  

• Understand and actively support GGGI's mission, vision and values. 

• Promote an organizational culture of trust, transparency, respect and partnership. 

• Excel at problem solving, ask questions and seek support when needed, share easily information and knowledge with others both internally as externally. 

• Manage emotions and stress positively, build rapport and resolves conflict easily. 

• Strong ability to work independently and/or remotely, while maintaining productivity. 

• Be able to lead and manage a project independently, while knowing when to seek advice and liaise closely with the relevant GGGI structures.   

WORKING CONDITIONS 

The Administrative Senior Assistant is an G5NAT grade level in GGGI's national salary scale, details of which can be found in the GGGI Staff Rules on GGGI’s website. In addition, GGGI provides 15% of base salary towards retirement plan/long-term savings,  27 days of annual leave, flexible work arrangements and contribution towards private health insurance that covers dental and vision. The appointment is for 24 months, renewable subject to satisfactory performance and budget availability. 

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 commitments and personal and family commitments, thus ensuring high performance, long-term productivity and well-being of Staff members. 

For more information on GGGI's terms and conditions (allowances, health care, education etc.) please familiarize yourself with GGGI's Rules and Regulations that can be found here: https://gggi.org/policy-documents/.