Administration & Finance Associate

POSITION SUMMARY

The Administration and Finance Associate will be embedded in the Regional Pacific NDC Hub office in Suva and will report to the Pacific NDC Hub Project Coordinator. The role involves the integrating and delivering enabling services pertaining to administrative, travel, conference, procurement, human resources and acquisitions management facilitation of the implementation of Nationally Determined Contributions (NDCs) in the Pacific, concentrating on emission reductions and fostering resilience, along with economic, environmental, and social benefits. 

PURPOSE

• Ensure process integrity across a wide range of services related to areas such as finance, human resources, procurement, logistics arrangements in line with established GGGI policies, standards and donor requirements, ensuring value for money and compliance, as well as carry out other operational, and administrative functions.
• Supports key service processes, daily administrative and donor reporting tasks to deliver on the operational requirements of the Regional Pacific NDC hub project including support to relevant work in the other Pacific offices.
• Assist in the implementation of the country requests being led by GGGI.

ENGAGEMENT

• Work closely with the GGGI project team to carry out operative processes such as financial monitoring, reporting to donors and project preparation and closing
• Supports the Pacific NDC Hub Project Coordinator with effective project budget management and financial reporting to donors.
• Support the team in a timely budget setup, prepare donor financial reports in a timely manner, and maintain records that comply with donor requirements.
• Supports program implementation in supplies and services acquisitions, administrative transactions in the Enterprise Resource Planning (ERP), quotations, evaluations, and registry of new vendors, travel logistics, conference planning and execution, and budget expenditure tracking.
• Supports and maintain relationships with service and goods’ providers/vendors.
• Promotes a client-oriented approach consistent with GGGI rules and regulations.
• Explains logistics procedures and requirements in line with GGGI rules and regulations for all relevant matters.

DELIVERY

Finance & procurement

• Understands the project cycle and can organize his/her work to ensure that deliverables are provided in a timely manner to support subsequent work and consistent with the workplan and project cycle
• Maintains project filing system online (using tools such as SharePoint) and safeguard standards of reporting/documentary quality to support reporting to donors and project stakeholders
• Consolidates financial documentation for the project, prepares donor financial reports and ensures accuracy of project financial reporting.
• Identifies suitable vendors (for good and services) and prepare quotations as per program requirements.
• Supports the development and administration of procurement plans and requisition procedures in line with yearly work programs and budget line.
• Support the provision of required inputs for carrying out internal/external audits in compliance with the requirements and standards of GGGI and respective donors.
• Processes payment requests, including invoice processing, workflow follow-up, sending of notification to the vendor
• Carries out operational transactions according to GGGI’s rules and regulations and specific Grant Agreements with donors.
• Assists the team in record-keeping in compliance with GGGI and donor requirements.

Events logistical support

• Prepares value-for-money quotations with venue providers as needed and providing a recommendation for vendor selection.
• Takes the lead in organizing events and logistics, including travel arrangements, and creates post-event evaluations and meeting minutes.
• Writing press releases and social media toolkits to increase the Projects visibility
• Attends meetings when necessary.
• Assesses delivery issues and works with national counterparts to build common understanding and coordination on project activities

HR & Staff engagement

• Assists onboarding of new staff.
• Aids in the development of trainings for Fiji and Regional staff.

Other administrative activities

• Takes responsibility for day-to-day administration activities as needed.
• Performs other administrative support as required and when required to support the Regional Office and the Pacific NDC Hub Project Coordinator

REQUIREMENTS

QUALIFICATIONS

• Bachelor’s degree in any one of the following: accounting, business administration, economics, management & public administration, development studies or in relevant fields is essential
• Minimum of 3 to 5 years of relevant professional experience in finance and administration roles, preferably in international organizations at the local level.
• Experience in financial management and reporting of donor funded projects is essential
• Experience in organising workshops and logistics, including travel of participants is essential
• Experience of government and stakeholder systems (donor, multilateral, etc)
• Experience/knowledge of green growth, climate change issues and sustainable development would be an advantage
• Experience in writing press releases, communicating professionally on social media would be an advantage
• Excellent level of proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint and online tools (e.g Sharepoint, MS Teams etc).
• Fluency in English and excellent writing skills are essential
• Open to Fijian Citizens and individuals holding a valid Work Visa.

Source: https://careers.gggi.org/vacancy/administration-finance-associate-suva-fiji-571567.html