Administrative, Finance and Procurement Associate

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Description

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The Associate will be based in Abidjan, Cote d’Ivoire. Under the supervision of Country Representative in Cote d’Ivoire, the Associate is responsible for providing admin and operational support to the Cote d’Ivoire program. To carry out this role, the Associate will work closely with Cote d’Ivoire’s Country Representative, Project Managers, and will engage with other staff of the Operations Enabling Department (OED) at GGGI’s headquarters in Seoul and Africa Regional Office, as needed.

PURPOSE

• Ensure that financial management of the program is carried out effectively.
• Execute the financial management of the program, including budget development and monitoring, donor reporting, procurement and audit support.
• Review of Time Sheets and spending against budgets.
• Support procurement processes of consulting firms and service providers in compliance with the Grant Agreement conditions, GGGI’s Rules and Regulations, and internal systems set up to conduct the process.
• Support hiring processes of staff and consultants in compliance with the Grant Agreement conditions, GGGI’s Rules and Regulations, and internal systems set up to conduct the process.
• Support portfolio management review by producing perioding reports for the Country Program;
• Provide day to day support to the evaluation of the program operation, effectiveness and cost-efficiency,
• Take responsibility for day-to-day administration activities needed for the successful implementation of the program.
• Perform other administrative support as required, including note taking, agenda development, calendar updates and scheduling of meetings.

ENGAGEMENT

• Working closely with the Country Representative and Project managers, the Finance, Admin and Procurement Associate will support the program implementation in all aspects related to financial monitoring, budgeting, procurement planning, human resources, administration, project preparation and closing;
• 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;
• Manage supplier relations with consulting firms, consultants, service providers and suppliers;
• Support and motivate GGGI in-country staff and individual consultants to know and to adopt tools, systems and processes efficiently and effectively
• Support the team in preparation of financial reporting and record-keeping complying with donor requirements;
• Coordinates communications with donor focal points for indicated projects for finance and procurement related communications;

DELIVERY

• Consolidate financial analyses and reports and papers for the donor, Program Steering Committee, GGGI Management team and GGGI Project Manager;
• Take responsibility for day-to-day administration activities as needed.
• Prepare and ensure validation of Terms of Reference;
• Develop and deliver onboarding material to new staff and consultants;
• Develop, monitor and propose revisions to financial and procurement plans;
• Develop and submit requests to the donor and GGGI MT to obtain approval for the revision of financial and procurement plans;
• Ensure the appropriate use of GGGI budget tools and systems by team members;
• Support the Project Manager in preparation and presentation of budget execution reports monthly, quarterly, and yearly, including requests for auditing purposes and donor financial reporting;
• Support the provision of required inputs for carrying out internal/external audits in compliance with the requirements and standards of GGGI and respective donors;
• Guide the adequate and efficient use of relevant management and financial modules of GGGI’s Enterprise Resource Planning (ERP) System for the Country Program
• Develop and keep updated the tools for monitoring projects execution of work plan and tasks, procurement planning, execution and amendment process;
• Support and train the team in the use of collaborative-work tools;
• Perform other administrative support as required;

REQUIREMENTS QUALIFICATIONS

• A Bachelor’s or Master’s Degree in Business Administration, Finance, Accountant or related fields.
• Preferred at least 3-4 years of relevant experience in administration roles, planning and implementation of development plans as well as budgets; preferably in international organizations at the local level;
• Excellent proficiency in Microsoft Office applications (Word, Excel, PowerPoint, etc.);
• Strong oral and written English is required.
• Ability to prepare written reports and business correspondence, both in Spanish and English;
• Ability to work well under pressure and have a flexible approach to tasks given;
• Experience with resource planning softwares is a plus (e.g. ERP)
• Must be a citizen of Cote d’ivoire, or have valid work permit in Cote d’Ivoire.

Source: https://careers.gggi.org/vacancy/administrative-finance-and-procurement-associate-561671.html

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