Associate, Finance and Administration

Purpose

The role of Associate is to ensure process integrity in program operation and specific project/output in delivery in the PNG program, fully meeting established institutional policies, standards and donor requirements across budget execution, procurement & HR processes implementation and other operational functions.

• Monitor and report on project and workstream activities to ensure efficiency and consistency with established work plans to support programme management;
• Support the monitoring of project budget and track expenditures to ensure that programme resources are optimally allocated and utilized
• Ensures adherence to GGGI policies across procurement, legal, HR and finance
• Supports Country Representative in monitoring the ongoing projects both substantively and financially
• Supports Country Representative in carrying out communications of activities and results, including donor and annual reporting

Engagement

• Advise the team on the procedures, policies and tools of all operational transactions for project/output delivery
• Identify issues and risks that will affect consistent program and delivery and report to the manager
• Identify issues from across projects and workstreams and advise project staff on remedial measures in order to maintain integrity of delivery;
• Communicate programme needs to service providers/suppliers and ensure that services/products are delivered in line with established agreements.
• Work closely with the Government of PNG and other project partners to process meetings, arrange workshops, and organize & prepare events.
• Anticipates donor requirement and project requirements and ensures alignment of services to meet the needs.
• Assists the Country Representative in communication with the Government of PNG and with other partners.

Delivery

Budget and financial management:

• Develop and manage detailed budget execution plans and schedules in line with yearly work programs and budget line;
• Assist in preparing annual budget, providing monthly forecast and monitoring of PNG expenditures subsequently ensuring charges in the GL journals are charged to the correct codes;
• Place initial screening and controls on country office spending, procurement requests and contract issuance;
• Management of office expenses, assisting the manager with credit card reconciliation and processing of tax payments;
• Verify data and ensure data entry and document consistency from spending and expenses of specific project/output management;
• Complete corporate financial returns such as, monthly progress report (financial aspect, budget adjustment rounds during the year, year-end pack return etc.);
• Consolidate financial documentation for projects and ensure accuracy of project financial reporting.

Procurement:

• Assist in development and monitor procurement plans and requisition procedures in line with yearly work programs and budget line;
• Support the Country Representative in the procurement of all goods and services for GGGI PNG with focus on Value for Money.

Human Resources (HR) services:

• Monitor and ensure quality onboarding and induction provided for newly recruited staffs and consultants;
• Support the Country Representative in all hiring processes;
• Support Country Representative and HR on Performance and Talent Management processes for staff and consultants;
• Work in collaboration with HR to provide necessary information to staff on compensations and benefits:
• Support the Country Representative to finalise the Host Country Agreement (HCA) and align operations with the HCA, including managing tax duties and other compliance in accordance with the PNG law;
• Supports the Country Representative to organize PNG country team planning sessions, knowledge/experience exchange sessions and sharing of project progress and results.

Facilities and logistics:

• Maintain program filing system and safeguard standards of reporting/documentary quality to support reporting to donors and programme stakeholders.
• Manage and deliver the organisation of meetings, seminars, workshops, conferences, trainings, etc. including but not limited to transport solutions, catering, procurement and communications;
• Ensure a good system is in place to keep good control of office and IT inventories;
• Act as Health and Safety focal point for the office in PNG and be aware of fire alarm and natural disaster procedures;
• Ensure smooth day to day running of the office in PNG under the supervision of the Country Representative.

Legal:

• In close collaboration with GGGI HQ’s legal team and the PNG Country Representative, support adherence to Host Country Agreement with the Government of PNG;
• Organise and process the necessary work and resident’s permits for GGGI expatriate staff under the supervision of the Country Representative.

Requirements

Qualifications

• Relevant qualification preferred (minimum qualification of a Bachelor’s Degree in any one of the following accounting, business administration, economics, management & public administration, development studies)
• At least three years relevant experience in project finance and administration or other relevant field
• Experience in financial management and/or project budget management
• Experience of government and stakeholder systems (donor, multilateral, etc)
• Experience in organising workshops and logistics, including travel of participants
• Fluency in English and excellent writing skills are essential
• Knowledge of green growth and climate change issues would be an advantage
• Experience in writing press releases, communicating professionally on social media would be an advantage

Functional

• Self-motivated, team work and creative problem solving abilities
• Excellent multi-cultural literacy and interest in being a part of an international team working in an evolving and entrepreneurial environment
• International experience across multiple country contexts
• Excellent communication (both written and oral) and facilitation skills.

Corporate

• Understand and actively support GGGI’s mission, vision and values.
• Promote an organisational culture of trust, transparency, respect and partnership
• Process and share information easily and is excellent at problem solving
• Manage emotions and stress positively, builds rapport and resolves conflict easily
• Promote creativity and innovation among staff
• Be able to support the Country Representative in all aspects of finance, administration and program implementation.