SENIOR ASSISTANT, ADMINISTRATION

PURPOSE

• Support the key service processes and daily administrative tasks to deliver on the operational requirements of the Pacific Regional and Fiji Country Programs.
• Apply GGGI policies, standards, donor and other applicable requirements in providing administrative services.
• Troubleshoot issues and bottlenecks to ensure provision of high quality administrative services
• Promote a client-oriented approach consistent with GGGI values.

ENGAGEMENT

• Support project managers with effective project budget management and reporting including to donors;
• Support and maintain relationships with service and goods' providers/vendors;
• Carries out operational transactions according to GGGI's rules and regulations and specific Grant Agreements with donors;
• Assists the team in record-keeping complying with GGGI and donor requirements.
• Explains logistics procedures and requirements in line with GGGI rules and regulations for all relevant matters;
• Supports in carrying out communication to team members and project managers of activities and results, including donor and annual reporting.

DELIVERY

Finance & procurement

• Identify suitable vendors (for goods and services) and prepare quotations as per program requirements;
• Support the development and administration of procurement plans and requisition procedures in line with yearly work program and budget line.
• Create Purchase Orders on GGGI systems;
• Process payment requests, including invoice processing, workflow follow-up, sending of notification to the vendor, among others;
• Process individual consultants' payment;
• Coordinate cash advance and cash reconciliation requests for relevant projects.

Events logistical support

• Prepare value-for-money quotations with venue providers as needed, providing a recommendation for vendor selection;
• Assist with event invitations and registration of participants;
• Assist with speakers' travel arrangements and event participation as needed;
• Support the event coordinator with logistic needs that arise;
• Create post-event evaluations and meeting minutes;
• Attend meetings when necessary.

HR & Staff engagement

• Assist onboarding of new staff;
• Aid the development of trainings for Fiji and Regional staff.
• Support wellbeing activities like coordinating birthday celebrations, active breaks, and promoting work ergonomics.

Other administrative activities

• Support physical asset counts;
• Support program filing system and safeguard standards of reporting/documentary quality to support reporting to donors and program stakeholders.
• Take responsibility for day-to-day administration activities as needed, as well as work office space.
• Perform other administrative support as required in support to the Country Representative and the Senior Assistant, - Finance, Admin, HR and Procurement Coordinator, OED Focal Point.

REQUIREMENTS

QUALIFICATIONS

• A Bachelor’s degree in administration, business, accounting, public policy, finance, or other relevant field or equivalent experience is a must;
• At least 3 years of relevant experience in administration roles, preferably in international organizations at the local level;
• Good level of proficiency in Microsoft Office applications (Word, Excel, PowerPoint, etc.);
• Must be a Fiji Citizen or a foreigner holding a valid Work Visa;
• Exceptional ability to pay attention to details, particularly when it comes to event logistics, budgets, petty cash management, quotations, receipt and invoice organization, etc.;
• Fast learner, quick to adapt to new environment, systems and bring an immediate contribution. High literacy with systems, processes, and high level of analytical and logical thinking;
• Strong oral and written English is essential. Ability to prepare written reports and business correspondence, in English;
• Self-initiative, motivated, and team-oriented, with the capacity to work with little supervision.
• Service-oriented to internal and external clients, with demonstrated abilities to find solutions, resolve problems and overcome challenges;
• 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/knowledge of green growth and sustainable development is a plus.

FUNCTIONAL

• Able to achieve results in a quality, timely, and cost-effective way. Sees priorities, plans the efficient use of resources, and monitors progress against objectives;
• Seek opportunities to improve processes and outcomes. Frequently review performance to identify areas to develop;
• Respond positively to change and able to adapt quickly to new situations. Able to take on a diverse range of tasks equally effectively;
• Must be proficient in Microsoft Office;
• Exceptional ability to pay attention to details and accuracy, particularly when it comes to event logistics, budgets, petty cash, quotations, receipt and invoice organization, etc.;
• Fast learner, quick to adapt to new environment, systems and bring an immediate contribution. High literacy with systems, processes, and high level of analytical and logical thinking;
• Self-initiative, motivated, and team-oriented, with the capacity to work under pressure and with little supervision;
• Service-oriented to internal and external clients, with demonstrated abilities to find solutions, resolve problems, and overcome challenges.

CORPORATE

• Understand and actively supports GGGI’s mission, vision and values.
• Promote an organizational culture of trust, transparency, respect and partnership.
• Excels at problem solving, ask questions and seeks support when needed, shares easily information and knowledge with others both internally as externally.
• Manage emotions and stress positively, builds rapport and resolves conflict easily.
• Strong ability to work independently and/or remotely, while maintaining productivity.
• Excellent English oral and written communication skills; including public speaking.
• Promote creativity and innovation among staff.
• Be able to lead where needed and provide solutions to project-level challenge.

WORKING CONDITIONS

• The Associate is an X5 gradelevel in GGGI’s National salary scale commencing at USD 17,171. Determination of base salary is subject to candidate's experience, academic background and internal equity.
• GGGI provides 15% of base salary towards retirement plan/long-term savings, 27 days of annual leave, and private health insurance that covers dental and vision. 

• GGGI is committed to providing a work environment that is sufficiently flexible to accommodate diverse life-cycle challenges and assist Staff members to achieve a better balance between work and personal/family commitments, thus ensuring high performance, long-term productivity, and well-being of Staff members. 

• The chosen candidate is expected to be based in Suva, Fiji and will report directly to the Country Representative (also based in Suva, Fiji).

GGGI in Pacific

GGGI has five Members in the Pacific Islands: Fiji, Kiribati, Papua New Guinea (PNG), Tonga and Vanuatu. GGGI’s work in the Pacific started with operations on the ground in Fiji and Vanuatu in 2015. Since then, offices have also been established in Kiribati, PNG and Tonga. In addition, through regional programs such as the Pacific NDC Hub, GGGI is carrying out project activities in Nauru, Tuvalu, Samoa, Solomon Islands and the Marshall Islands.  From the start of its operations until now, GGGI in the Pacific has built strong and deep collaboration with Member and partner countries, expanded membership and added new thematic areas of work. 

GGGI’s work in the Pacific is guided by the new Pacific Regional Strategy 2023-2027 and aligned with GGGI’s Strategy 2030 and Roadmap 2021-2025. GGGI work has focused on strengthening the enabling environment for climate action and green investments including policy development, technical assessments, capacity strengthening and climate finance and investment planning. From an initial focus in the energy sector, GGGI in the Pacific has grown and gained a reputation as a trusted and effective partner and is now responding to requests for technical support in 10 of GGGI’s 11 programmatic solutions including climate finance, NDC implementation, climate smart agriculture, sustainable mobility and green buildings.  In the new Pacific Regional Strategy the importance of climate change adaptation for the region is recognized and growing GGGI’s adaptation and resilience portfolio in the region will be a priority.

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.