Contract

Project

London, United Kingdom: Senior Assistant Consultant

Expertise

Category

Technical/Administrative Support : level D 

Location

Duty Station

London, United Kingdom

Contract Length

Start Date

1 February, 2018

End Date

30 November, 2018

Part-time/Full-time

Full-time consultant

Contract Value

Daily Rate

USD 200 – USD 300

Days Estimated

200 days approximately

Total Fees

Up to USD 60,000 (dependent on qualification)

Specifics of Recruitment

Introduction:

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 supports stakeholders through complementary and integrated workstreams – Green Growth Planning & Implementation and Knowledge Solutions – that deliver comprehensive products designed to assist in developing, financing, and mainstreaming green growth in national economic development plans.

The European Presence Office, located in London, is the base to the GGGI Representative in Europe, the Principal Green Investment Specialist, and the Principal Climate Finance Specialist. The position serves to ensure timely management and administration of all functions associated with the smooth running of the European Presence Office. The consultant will be paid on a daily rate basis and only days worked will be paid. The position requires flexibility to accommodate time zone differences.

Objectives/Purpose of the Assignment:

GGGI is looking for a person who brings professional office management skills along with passion to the role: someone who has the grit to be part of an international organization working for a green development cause, someone who is proactive, dynamic and able to work together with minimal supervision. The successful candidate is a skillful team member with an ability to interact within and beyond GGGI, a thoughtful communicator, and a person with diplomatic skills who understands the dynamics in a diverse, global organization.

The position serves to ensure timely management and administration of all functions associated with the smooth running of the European Presence Office. The position supports the administration requirements of the office and its 3 executives. The position is reportable to the GGGI Representative in Europe, being a member of GGGI’s Office of the Director General (ODG), while being financed under the Investment & Policy Solutions Division (IPSD) of which the 2 other executives are members.

Scope of Work:

The position has the following scopes:

Office Management/Administration and Headquarters Assistance

Ensures consistent quality across a range of deliverables encompassing multiple processes associated with the European Presence Office (HMRC, payroll and pension, tenancy/landlord).  Executes intricate multi-step processes, with difficult issues related to context and/or scope, including accounting information systems.  Anticipates delivery challenges to ensure service continuity.  Oversees and integrates related transaction services in an effective service platform.

Executive Support to the London based team

Organizes and coordinates all travel requirements, ensuring balance and prioritization in commitments and the avoidance of conflicts.  Provides logistical support for meetings and project support for a range of projects (including recruitment).

The position’s engagement involves:

Office Management/Administration and Headquarters Assistance

Identifies issues impacting on consistent service delivery, and recommends and implements remedial solutions.  Anticipates client requirements and ensures alignment of services to meet client needs.  Oversees provision of integrated platform across a range of services, assesses service delivery quality against needs, including financial/accounting reporting and procurement, and anticipates delivery challenges to ensure service continuity.

Executive Support to the London based team

Extracts and assembles presentation material, and documents relating to projects requirements.  Ensures awareness of current updates by attending all briefing sessions, disseminating information on amendments/reviews, processes, procedures and formats.

Output/Reporting Requirements/Deliverables:

Under the supervision of the Principal Green Investment Specialist, and the Principal Climate Finance Specialist, the consultant shall deliver the followings but not limited to:

Office Management/Administration and Headquarters Assistance

Consistently provides sustained quality service through different operational and environmental conditions/demands. Provides a range of services across several areas (including Finance/Procurement/HR/IT). Continues to grow and develop client relationships and expectations relating to quality and consistency.

Executive Support to the London based team

Ensures delivery of administrative support in close coordination with the team.  Examines current processes/procedures and identifies areas where improved alignment with business functions are possible.  Identifies and creates processes/procedures relevant and specific to the European Office, updating and improving as required.

The general roles and responsibilities include:

Office Administration – Focal point for all corporate actions associated with the European Presence Office:

• Working with global teams to forensically investigate any anomalies in supplier/consultant payments
• Cross-functional experience and ability to communicate with a wide range of individuals, teams and departments
• Manage contracts with external suppliers and service providers including outsourced payroll, travel, accounting and legal functions, including keeping track of contractual commitments
• Manage invoicing procedures for all external suppliers and service providers; Overseeing payments and maintaining the financial tracker up to date
• Monitor monthly expenditures of the London office and prepare report on plan vs actual
• Manage coordination with existing systems in GGGI Seoul HQ, such as record management, budget, procurement and expense management
• Monitor current budget; support creation of future budget
• Reconcile the bank account held by GGGI in London
• Manage the office equipment, furniture, IT hardware and software inventories, including the administration of disposal
• Ensure full compliance with ERP requirements and GGGI procedures, such as record/contract management, budget, procurement, travel and expense management
• Identify, create, and revise procedures specific and relevant to the European Presence office
• Coordinate internal and client meetings; arrange telephone or web conference calls
• Assist in the preparation of presentations, letters, reports, agendas and other ad-hoc documents in line with organizational guidelines, including specific editing and formatting (correct language, grammar). Facilitate meetings, including active involvement when relevant; taking minutes, preparation and distribution. Ensure all actions are followed up in a timely way, as directed in the minutes
• Maintain Client Database – ensure all new contacts are registered and existing ones are up to date
• Manage the day-to-day functioning of the office (supplies of stationery, equipment, facilities etc.)
• Act as First Point of Contact for GGGI London Office i.e. facilitating visitors’ expectations
• Answer calls, provide basic information (either by callers or visitors), and re-direct phone calls, respond to routine inquiries and keep record of important calls and visits
• Receive, record and ensure that all GGGI incoming and outgoing mails/faxes/courier are delivered in a timely manner, and maintain effective filing system

London-based Team Support – Executive Support to the London-based team

• Deliver professional secretarial, administrative and project support to the London-based Team
• Ensure correct technical set-ups for meetings, workshops and conferences
• Coordinate extensive complex International/European travel arrangements, manage hectic diaries and effectively resolve clashes, if necessary
• Provide extensive project support including research, evaluation and analysis, document/presentation creation;
• Support team with high volume of work, by ‘off-loading’ tasks to self
• Coordinate individual requirements for each Executive; prioritising importance and timescale

Headquarters Assistance

• Focal Point for all communications with Corporate Services – including Finance, Procurement, IT/CRM, Facilities, Events, Travel; and external communications with HMRC, Pension and Payroll providers
• Manage all eventualities to ensure smooth running of the London Office
• Provide assistance to Corporate Service Unit Logistics & Administration Team, as required

Perform other tasks and duties assigned by the GGGI Representative in Europe at the European Presence Office, and Head of Corporate Services, for any necessary alignments with Headquarters.

Qualifications/Experience/Expertise

• Bachelor’s degree in relevant fields such as Business Administration, Business & Management, Business Analysis.
• At least five years of relevant work experience in office management, administrative and/or operational services.
• Experience providing administrative assistance with an understanding of the structure and functioning of an international organization
• Strong competence in the use of standard software programs: Excel, Word, PowerPoint and Outlook
• Experience in an international setting and ability to work independently and taking initiatives in response to the organization and team’s demand
• Excellent command of written and spoken English is a requirement.
• Candidate must have the right to work in the United Kingdom to apply for this job.

FUNCTIONAL 
The individual should be:

• able to maintain a high degree of professional integrity
• able to effectively communicate, listen to others, and be part of an environment of open communication
• able to work with accuracy for detail, handle budgets and numbers, and be computer savvy
• service-minded and ready to anticipate and provide necessary support to the team
• willing to travel internationally, be curious about new environments and new countries
• able to work effectively with other teams of a high degree of cultural/professional diversity