Associate - Finance, Administration, and Communications, (PGEN)

Project Description

GGGI’s Pacific Green Entrepreneurs Network (PGEN) project supports the development of new business ideas that contribute to addressing challenges to the sustainable development of Fiji, Kiribati, Papua New Guinea, Samoa, Tonga and Vanuatu. This project aims to prepare youth in designing green business concepts that can help Pacific countries meet their emissions reductions and other climate change and green growth goals while creating green jobs and developing local green industries.

GGGI is delivering a corresponding project in the Caribbean region in partnership with the Organization of Eastern Caribbean States.                                                                                                     

 Purpose

• Develop and manage detailed budget execution plans and schedules in line with funding agreement and project implementation plan. 
• Support organizing and implementing project activities including policy consultation and validation meetings & workshops, capacity building programs based on yearly/ biannual work programs and budget plans. 
• Assist in preparing annual budget, providing monthly forecast and monitoring of PGEN Project expenditures subsequently ensuring charges in the GL journals are charged to the correct codes. 
• Place initial screening and controls on Project spending, procurement requests and contract issuance and manage project expenses. 
• Complete corporate financial returns such as, monthly progress report (financial aspect, budget adjustment rounds during the year, year-end pack return etc.) 
• Administer and monitor procurement plans and requisition procedures in line with project implementation plan and funding agreement. 
• Support the monitoring of project budget and track expenditures to ensure that program resources are optimally allocated and utilized 
• Ensures adherence to GGGI policies across procurement, legal, HR and finance 
• Supports country representative/project manager in monitoring the PGEN projects and other projects when necessary 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 program needs to service providers/suppliers and ensure that services/products are delivered in line with established agreements. 
• Work closely with the respective Governments in the six project countries 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. 
• Administer HR requests and onboarding procedures based on approved headcounts 

Delivery

• Maintain program filing system and safeguard standards of reporting/documentary quality to support reporting to donors and program stakeholders. 
• Coordinate and support the logistics for meetings, seminars, workshops, conferences, trainings, etc. including but not limited to transport solutions, catering, procurement, and communications. 
• Coordinate and assist recruitment of project staff and individual consultants 
• Ensure a good system is in place to keep good control of office and IT inventories. 
• Support the smooth running of the office in Fiji in close collaboration with Senior Regional Associate. 
• Identifies project delivery issues and ensures effective coordination of project activities and resources to ensure attainment of objectives against established timeframes. 
• Perform data collection and analyses to build and maintain country/project specific knowledgebase. 
• Provide support when needed across all Pacific projects.

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) 
• 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 
• At least three years relevant experience. 
• 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, teamwork 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 
• Leadership, teamwork, and creative problem-solving abilities 
• Excellent communication (both written and oral) and facilitation skills. 
• Problem solver, able to find and implement solutions 
• Anticipate and provide necessary technical and content-based support 
• Willingness and ability to travel 

Corporate

• Understand and actively supports GGGI’s mission, vision and values. 
• Promote the best use of public resources 
• Promote an organizational culture of trust, transparency, respect and partnership. 
• Process and share information easily. 
• Manage emotions and stress positively, builds rapport and resolves conflict easily. 
• Promote creativity and innovation among staff. 
• Be able to lead where needed and support the Country Representative to make sound decisions. 

Child protection – GGGI is committed to child protection, irrespective of whether any specific area of work involves direct contact with children. GGGI’s Child Protection Policy is written in accordance with the Convention on the Rights of the Child.