Executive Assistant to the Assistant Director-General and Head of IPSD

PURPOSE

Under the direct supervision of the Assistant Director-General (ADG) and Head of Investment and Policy Solutions Division (IPSD). The Executive Assistant supports the ADG as well as the Division through the management and monitoring of information and documentation flow, organization of meetings, following-up on actions required and deadlines committed, maintenance of procedures and protocols, supporting communications between units/departments, among others. The Executive Assistant ensures full confidentiality in all aspects of the assignment associated with the ADG’s Office.

ENGAGEMENT

• Work closely with GGGI teams to ensure an efficient flow of information to and from ADG office on actions, instructions, agendas, schedules, and other Divisional priorities.
• Coordinate and act as a focal point for the ADG’s external guests and visitors.
• Serve as the IPSD divisional focal point for HR and partnership management platform (CRM).

DELIVERY                                                                                                                                     

The general roles and responsibilities of the Executive Assistant include:

• Coordinate and organize IPSD Management Team meetings, IPSD all-staff meetings, and other Divisional meetings on needs basis.
• Manage Divisional missions, events, and leave calendars.
• Provide logistical and administrative support to the Communities of Practice.
• Create, organize, and manage complex schedules of the ADG balancing priorities, avoiding conflicts, and ensuring timeliness of responses.
• Centrally coordinate and prepare ADG’s mission, including a briefing package, flight and hotel arrangements, visas, expense reimbursements, and other assignments requested by the ADG.
• Oversee and manage ADG communication logs including approvals, memos, and letters and manage the electronic signature of the ADG.
• Present information requested by the ADG in easily readable MS Powerpoint slides, MS Excel, and/or MS Word.
• Manage the logistics of the hiring process for staff reporting directly to the ADG.
• Provide other administrative support to the ADG as required.

REQUIREMENTS

QUALIFICATIONS

• Experience: At least 2 years of relevant professional experience in executive support and oversight function.
• Education: Bachelor’s degree in business administration, public relations, international relations, or other relevant disciplines. Professional training in project management, secretarial, administrative and/or operational services is a plus.
• Languages: Full proficiency in written and spoken English and Korean is required.

FUNCTIONAL

• Experience in providing administrative support with an understanding of the structure, organizational culture and practices of an international organization is a plus.
• Strong competence in the use of standard software programs: Excel, Word, PowerPoint, Outlook & SharePoint.
• Experience in a multi-cultural, international setting and ability to work independently and taking initiatives in response to the organization and team’s demand.
• Familiarity, first-hand experience with ERP and or Project Management modules is an asset.

CORPORATE

• Understand and actively supports GGGI’s mission, vision and values.
• Promote the optimum 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 provide solutions to project-level challenge.

*Submit cover letters in both Korean and English

Investment and Policy Solutions Division - General Introduction

As of 1 January 2021, the Investment and Policy Solutions Division (IPSD) is refocused within GGGI as a group of “Global Practices” and “Communities of Practices” aligned with the Programmatic Solutions and Global Operational Priorities (GOP) of Green Investments (GOP 1), Climate Action (GOP 2) and Poverty Eradication and Gender Equality (GOP 5) set forth in GGGI’s 2030 Strategic Framework. Green Growth Planning and Implementation (GGPI) is the primary operational division made up of regional units. IPSD plays a cross-cutting role primarily managing the programmatic Communities of Practice (CoP) and the Global Practices (GPs) which will lead the strategic development in key areas of GGGI engagement.

A distinction is made between Global Practices (GPs) and Communities of Practice (CoPs) as follows:

• A Global Practice offers cross-cutting services on key areas of GGGI engagement, aligning with the Global Operational Priorities of Green Investments, Climate Action and Poverty Eradication and Gender Equality. As such, the GPs are custodians of corporate KPIs in relation to the Global Operational Priorities 1, 2 and 5 and will be responsible for the strategic development and the global results narrative in their engagement areas.  The GPs are headed by a manager with a specialized team offering services to all member and partner countries including delivery of capacity building and awareness raising, development and maintenance of key tools, PIN review and quality assurance, resource mobilization, analytical work, knowledge sharing, as well as global representation and business development. By nature, a Global Practice is also a Community of Practice.
• A Community of Practice is a web of thematic experts brought together to provide specialist advice, PIN review and quality assurance, technical guidance, knowledge sharing, analytical work as well as support to the development of strategic partnerships and relevant business development aligned with the Global Operational Priorities 3 and 4 – containing the theme focused Programmatic Solutions. The Programmatic Solutions CoPs will consist of formal members with secondary reporting lines to a Lead and/or Co-lead. Other interested parties join the CoP on a voluntary basis.

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.