Administrative Assistant

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Description

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GGGI’s Central America Office manages and coordinates a diverse portfolio of programs across five countries in Central America: Costa Rica, El Salvador, Guatemala, Honduras and Nicaragua. This includes engaging with organizations, developing innovative new programs, and overseeing the strategy, implementation, and communication of results for each country-specific initiative. The Central America Office is led by the Central America Representative, who ensures the successful execution of these programs throughout the region. The office is strategically based in El Salvador, a central location that facilitates effective collaboration and coordination. The in-country teams work in close coordination with GGGI’s government counterpart in each country; and are frequently hosted at the government counterpart’s facilities. Such is the case for El Salvador Program team which is based in the Ministry of Agriculture and Livestock.

POSITION SUMMARY

Based in El Salvador, the Administrative Assistant will provide comprehensive administrative support to the Central America Representative and in-country teams, performing the following activities:

• Provide support to essential administrative operations and transactions requiring a basic understanding of GGGI’s rules, procedures, systems, and tools, ensuring compliance with established GGGI policies, standards, and donor requirements.
• Support with thematic research, write-ups, note-taking and coordination of meetings with key stakeholders.
• Support travel-related tasks, ensuring compliance with GGGI’s rules and procedures, and documenting all processes thoroughly.
• Assist with logistics related to green office and green event initiatives.
• Assist with procurement-related tasks to guarantee the successful and timely delivery of programs.
• Support HR-related tasks in coordination with operations staff and HQ.
• Provide additional administrative support as needed.

PURPOSE

• The Administrative Assistant will enable the successful delivery of the countries programs through the understanding and proficient use of GGGI’s systems, managing schedules, organizing workshops and meetings, handling correspondence, preparing reports, coordinating travel arrangements, raising requisitions and invoices, carrying out minor and low-value procurement processes, supporting hiring processes, organizing financial information for reporting purposes, overseeing general office management, taking notes, and supporting the administrative needs initiatives. All tasks shall be completed in compliance with GGGI policies, rules, guidelines, decisions, and processes.

ENGAGEMENT

• Work closely with the Central America Representative, the Administrative, Finance and Procurement Senior Assistant, and other GGGI staff to support administrative aspects of the program and project implementation, providing clear information on processes and results as needed.
• Engage with internal and external stakeholders to ensure compliance with GGGI’s rules when carrying out HR, procurement, events, and travel-related processes, delivering clear information on processes and results.
• Liaise with country teams, Regional Office and HQ staff as required for performing duties. 

DELIVERY

• Support administrative tasks related to the financial, procurement, and operational delivery of projects, providing clear information on processes and outcomes.
• Support initiatives to enhance staff well-being and engagement.
• Perform administrative support as required, including but not limited to note taking, agenda development, calendar updates, scheduling of meetings, event organization, and travel arrangements and reports.
• Support finance and procurement staff in administrative functions related to payments, budgets, procurement, and hiring processes in compliance with donor conditions, GGGI’s Rules and Regulations, and internal systems.
• Support the engagement initiatives by organizing and delivering high-quality information and resources through in-person and virtual meetings, social events, learning opportunities, and knowledge sharing to ensure consistent and quality engagement.
• Support high quality document management and record keeping of project documents through GGGI’s internal tools and systems.
• Support with research and the development of presentations, documents, and tools as appropriate.
• Support the onboarding of new staff and consultants in consultation with hiring managers.

REQUIREMENTS

QUALIFICATIONS

• Completion of secondary education with preferred at least 2-3 years of relevant experience in administrative roles, such as office management, project support, or event coordination.
• Bachelor’s degree in business administration, international relations, finance, accounting, human resources, or a related field of study is considered advantageous.
• Good level of proficiency in Microsoft Office applications (Word, Excel, PowerPoint, etc.).
• Advanced proficiency in English, including speaking, reading, writing, and understanding.
• Ability to prepare written reports and business correspondence in both Spanish and English.
• Experience or knowledge in green growth, climate change, and sustainable development is a plus.
• Ability to work collaboratively in a multicultural environment.

FUNCTIONAL

• Strong organizational and time management skills.
• Excellent interpersonal and communication skills.
• Achieves results in a quality, timely, and cost-effective manner. Identifies priorities, plans the efficient use of resources, and monitors progress against objectives.
• Seeks opportunities to improve processes and outcomes. Frequently reviews performance to identify areas for development.
• Responds positively to change. Able to effectively handle a diverse range of tasks.
• Able to pick up and assimilate relevant information and learn tasks in a rapidly manner, responding swiftly and appropriately in fast-paced environments.
• Exceptional attention to detail and accuracy, particularly regarding budgets, receipt, and invoice organization.
• Highly literate with systems and processes and demonstrates strong analytical and logical thinking.
• Self-motivated, team-oriented, with the capacity to work under pressure and with minimal supervision.
• Service-oriented towards internal and external clients, with proven abilities to find solutions, resolve problems, and overcome challenges.
• Important: Occasional time/schedule flexibility to interact with colleagues in other time zones (Latin America, HQ in Seoul, Korea).

Source: https://careers.gggi.org/vacancy/administrative-assistant-el-salvador-564600.html

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