ADMININISTRATION ASSOCIATE

INTRODUCTION TO GGGI

The Global Green Growth Institute (GGGI) is a treaty-based international, inter-governmental organization dedicated to supporting and promoting strong, inclusive and sustainable economic growth in developing countries and emerging economies. To learn more please visit about GGGI web page. 

As a highly vulnerable Small Island Developing State, Vanuatu faces significant climate change impacts that threaten its sustainability and development. To help Vanuatu enhance its resilience, GGGI supports the Government of Vanuatu in implementing the Green Climate Fund (GCF) National Adaptation Plan (NAP) Readiness project. This initiative aims to integrate climate adaptation planning into national and local governance frameworks, building on existing capacities and aligning with national development goals.

POSITION SUMMARY

The Administration Associate will provide financial and operational support for the GCF NAP Readiness project in Vanuatu. This includes managing consultants administrative processes, aiding in the development and delivery of adaptation-related project outputs, and ensuring the alignment of project procurement, hiring and finances with the requirements and standards of GGGI and the GCF. The role involves maintaining effective project reporting and communication with both internal and external stakeholders.

The Administration Associate will report to the NAP Project Manager. S/he will be based in the GGGI office in Port Vila and work closely with other GGGI staff of the GCF NAP project.

PURPOSE

The Administration Associate provides administrative and operational support to a project team of staff and consultants, particularly regarding the procurement of goods and services and financial administration to help ensure that the delivery of project outputs meets GGGI and donor regulations and standards across all project functions.

S/he will be responsible for, but not limited to: 

• Carry out operational tasks related to hiring consultants and managing contracts.
• Support the technical reporting and monitoring of project activities.
• Oversee financial budgeting and ensure compliance with the GCF grant agreement, and GGGI and GCF regulations and standards.
• Coordinate with other project staff and government counterparts to support the implementation of the project activities.

ENGAGEMENT

• Provide guidance on GGGI and GCF policies, procedures, and operational transactions to the project team members, including consultants.
• Identify project risks and issues and advise on mitigation strategies to ensure integrity and consistency in project delivery.
• Facilitate communication between the project team, service providers, and stakeholders.

DELIVERY

• Develop and manage detailed budget execution plans and schedules in line with yearly work programs and budget lines.
• Develop and monitor procurement plans and requisition procedures in line with yearly work programs and budget lines.
• Support the development and monitoring of the project hiring plan.
• Implement screening and controls for project spending, procurement requests, and contract issuance. 
• Verify data and ensure data entry and document consistency in spending and expenses of specific project /output management.
• Maintain a robust program filing system that safeguards the quality of reporting and documRents for donors and program stakeholders.
• Consolidate project financial documentation and ensure the accuracy of all financial reporting.

REQUIREMENTS

QUALIFICATIONS

• A degree and / or a diploma in business administration,  financial management or related fields.
• At least three to five years of relevant work experience preferably in business administration and / or finance in government institutions, NGOs, private sector or development agencies on similar assignments.
• Demonstrated experience in project administration, financial management, project financial reporting, budget monitoring, development of workplans and budgets, logistical support and coordination with the Governments, NGOs, private sector, and international development agencies.
• Understanding of the Government financial system, processes and policies and donor funds requirements.
• Good knowledge and understanding of climate change impacts and issues in the Pacific region is an advantage. Experience in record keeping and filing, asset management, preparing reports, meeting minutes, and managing information

FUNCTIONAL

• Demonstrates experience in at least three of the following areas: accounting, project management, human resources management, procurement.
• Demonstrates strong organizational skills, time management, and multi-tasking.
• Demonstrated ability to flexibly respond to shifting priorities and evolving project needs in a dynamic environment.
• Proficiency in effectively communicating with internal and external stakeholders, facilitating team communication, and providing guidance on policies and procedures.
• Fluency in written and spoken English is essential.

CORPORATE

• Demonstrates a high level of integrity in handling confidential information and responsibly managing public resources.
• Takes on significant responsibilities in the workplace and shows initiative in solving problems.
• Values the importance of promoting environmental sustainability within the workplace and green growth within society.  

WORKING CONDITIONS

• The Associate is an X6 grade level in GGGI’s National salary scale. 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 Port Vila, Vanuatu.