Executive Assistant - ADG

Seoul

Executive Assistant - ADG

Based in Seoul, 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 private sector to help build economies that grow strongly and are more efficient and sustainable in the use of natural resources, less carbon intensive, and more resilient to climate change.

 

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 Investment and Policy Solutions aligned to countries’ development priorities. The organization also focuses on knowledge development and management activities which build a strong theoretical and empirical basis for green growth, while providing concrete options and guidance for policymakers; as well as building the conditions for public and private green infrastructure investments. 

 

The Investment and Policy Solutions Division (IPSD), based at GGGI's Seoul headquarters works with programs in countries and on (global) projects, by:

  • Providing technical and financial know-how through advice to country programs in the areas of energy, green cities, land-use and water;
  • Working with the Green Growth Planning and Implementation Division (GGP&I) on the development of service offerings (in GGGI’s four main focus areas) and related methodologies (delivery approaches);
  • Converting experience gained through country activities and engagement in international networks into elements of South-South cooperation programs, sub-regional knowledge sharing programs and national level capacity building activities;
  • Developing global level tools such as the Green Growth Potential Assessment methodology and flagship products (such as the planned Green Growth Index);
  • Contributing to the preparation of corporate communication material;
Location
Republic of Korea, Seoul
Contract Type
Staff
Grade
X6
Salary scale
Country Scale
Contract Duration
36 Months
Date to close
29/06/2017
Ref No
STA 1448

 

POSITION SUMMARY

 

The Executive Assistant to the Assistant Director-General (ADG), Head of Investment and Policy Solutions Division, independently manages the integrated processes of Office of ADG with understanding of GGGI business goals. Under the direct supervision of ADG, the Executive Assistant supports ADG as well as the Division through management of information and documentation flow, organization of meetings and follow up actions required and deadlines committed during those meetings, maintenance of procedures and protocols, supporting communications between units/departments, among others. The Executive Assistant also works closely with other teams inside GGGI to ensure efficient flow of information, actions on instructions, agendas and etc. The Executive Assistant ensures full confidentiality in all aspects of assignment.

 

PURPOSE

  • Create, organize and manage complex schedules for the Assistant Director-General (ADG) balancing priorities, avoiding conflicts and ensuring timeliness of responses
  • Oversee and manage communication logs including approvals, memos and letters 
  • Record minutes of Divisional meetings
  • Centrally coordinate the preparation for ADG’s mission, including a mission package, flight and hotel arrangements, visas, expense reimbursements and other assignments requested by ADG from time to time
  • Consolidate and align the briefing information for ADG’s programs and activities;
  • Prepare all briefing material before management team meetings, coordinate and organize schedules, and make logistical arrangements ahead of the meeting
  • Format documents, manage electronic signatures, keep records and manage an organized file management system that is available to the ADG for review
  • Manage the logistics of organizing interviews and recruitment panels
  • Coordinate and the point person for the ADG’s external guests and visitors, including liaising with external parties in the coordination and lead up to meetings

 

ENGAGEMENT

  • Review, identify issues and consult with relevant departments/units on approvals including Travel, ERP, Finance, Procurement, HR, Memorandum, Letters and other business areas required;
  • Advise the Division on changes/updates/protocols of the above mentioned GGGI policies if needed in consultation with relevant departments/units
  • Align Division retreats/workshops logistics preparation in consultation with other teams, gain overall understanding of objectives and design of the program, identifying possible venues and accommodation, receiving quotations, organizing all briefing materials and stationery, raising procurement
  • Prepare logistic notes and guidance for the participants to prepare their trip in accordance with GGGI’s policy and provide on-site support at the workshop
  • Manage division-wide event calendars and mission & leave calendars for efficient planning of division wide meetings/events

 

DELIVERY

  • Manage the logistical arrangement for IPSD and relevant strategic workshops and/or integration gatherings
  • Collaborate with other functions of GGGI to improve the delivery of integration between IPSD and other teams
  • Monitor the Office of the Assistant Director-General and Division activities to deliver the consistent provision of quality service operation-wide
  • Assess internal procedures and identify areas where improved efficiencies are possible
  • Translate from Korean to English from time to time

 

 

REQUIREMENTS (only recruitment purpose)

 

QUALIFICATIONS

 

  • Education: Minimum, bachelor’s degree in business, management, or other relevant fields
  • Experience: Minimum 3 years of relevant experience in, preferably in a global organization
  • Languages: Proficiency in written and spoken English is a must.

 

FUNCTIONAL

 

  • Ability to pay attention to details while not losing the sight of a big picture
  • Good communication skills, and able to articulate writing and orally in English;
  • Fluency in the standard Office IT system, and office software; familiarity with HR aspect of Enterprise Resources Planning is a plus
  • Ability to adapt in the evolving organizational cultures.

 

CORPORATE

 

Behavioral competency: 

  • A good team worker
  • Client focus orientation
  • Professionalism
  • Discretion and respect for confidentiality
  • Empathy and flexibility
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
Apply
  • Organization: Global Green Growth Institute
  • Location: Seoul
  • Grade: X6 - Junior level
  • Occupational Groups:
    • Administrative support
    • Administrative support
  • Closing Date: 2017-06-29

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