Administrative and Finance Senior Assistant

PURPOSE

The role of the Administration Senior Assistant is to ensure process integrity in administrative issues, fully meeting established GGGI policies, standards and donor requirements and other operational and office administration functions. The Administration Senior Assistant supports GGGI’s administrative operations and finds solutions to ensure efficient processes are in place to Senegal GGGI´s office and workspaces across the different ministries.

 ENGAGEMENT

• Provide administrative support ensuring high quality and accuracy of work for program implementation activities: involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative and financial actions;
• Build and maintain relationships with service or goods providers.

DELIVERY

• Finance: Assist in planning, expenditure tracking and audit of financial resources, in accordance to GGGI rules and regulations (e.g. authorization of payments, submission of claims, requisition/procurement of equipment and services < USD 10,000, processing of individual consultants’ payments). Assist in organization and oversight of timely accounting and reconciliation of all transactions and assets. Process Travel Claims (TCs), other travel entitlements such as Daily Personal Expenses (DPE) and Terminal Expenses for staff, consultants, meeting participants and other official travelers. Terminal Expenses for staff, consultants, meeting participants and other.
• Travel: Assist in preparation of quarterly travel plans.  Provide information and advice to the office, staff and consultants about travel services on the most direct, efficient, economical/cost-effective routings (including more complex itineraries) and airfare rates, as permitted by the rules and regulations, promoting a client-oriented approach consistent with GGGI rules and regulations. Ensure that Travel Claims are fully documented.  Process requests for visas and liaise with travel agent and/or national mission to ensure timely processing of visas. Keep the visa tracker up-to-date and take action on visa extension/renews as and when needed. Keep an up-to-date travel directory of all travels undertaken.
• Conference management: Assists in the organization of conferences, meetings, seminars and workshops requesting, collecting and recording all information, processing expense claims and reports on behalf of meeting participants; contributing to the management of the event/meeting including logistics, security, protocol, hospitality.
• Administration: Assist in the organization of meetings, conferences and visits. Process incoming and outgoing mail and documentation; maintenance of the corresponding register and distribution as appropriate. Provide advice on support services entitlements and regulations in accordance with GGGI. Take responsibility for day to day administration activities as well work office space. Perform other administration support as needed in support to Operations Manager and Country Representative.
• Communications: Serve as information management focal point by collecting and providing easy access to information, articles, and research material that may be relevant to the GGGI Senegal program as well as act as community manager.

QUALIFICATIONS

• At least Bachelor’s degree in business administration, finance, accounting, or other relevant areas. Master’s degree is an added advantage.
• A minimum of five (5) years of progressive experience in office services including procurement, finance and related area (for those with secondary school) or four (4) years (for those with bachelor degree). Experience with the UN system or other international organization is a plus.
• Good level of proficiency in Microsoft Office applications (Word, Excel, PowerPoint, etc.), as well as Enterprise Resource Planning (ERP) or similar software.
• Exceptionally organized with excellent prioritization skills.
• An excellent command of spoken and written French and English. Fluency in the local language is preferred.
• Ability to prepare written reports and business correspondence, both in French and English.
• High level of attention to detail and accuracy, especially to numbers.
• Strong and matured interpersonal skills and proven ability to work with multi-cultural teams.
• Ability to work well under pressure and have a flexible approach to tasks given.
• Experience coordinating successful functions and events (workshops, meetings, etc.) that are smoothly run and well-facilitated.
• Familiarity with Green Growth and Senegal context with solid experiences dealing with government counterparts
• Excellent communication, presentation and writing skills.

FUNCTIONAL

• Good interpersonal communication ability and in close collaboration with others.
• Able to perform administrative matters in tandem and under time constraints.
• Team spirit and ability to take initiatives, demonstrating creativity, innovation and an entrepreneurial drive.
• Highly-organized and able to effectively and efficiently multi-task and prioritize.
• Comfortable working both in a team and independently
• Good organizational skills
• Ability to work under pressure and in a multidisciplinary team

CORPORATE

GGGI is looking for a person who is skillful, efficient and achieves results. One who delivers consistent quality with an ability to diagnose challenges in an organization and a team and finds quick solutions, a change agent who understands the dynamics and tensions in this kind of diverse, international development landscape.