Administration Senior Assistant

POSITION SUMMARY

The Senior Assistant for Finance and Administration will execute comprehensive transactions across a range of administrative, financial, and procurement processes ensuring quality across specific project and/ or output delivery comply with the policies, procedures, guidelines, rules and regulations of GGGI.

PURPOSE

• The Finance & Administrative Senior Assistant will be based in GGGI’s Amman office at the Jordan Ministry of Environment. Reporting to the Administrative Senior Associate, he/she will execute day to day administrative tasks, financial reporting and planning, comprehensive communications, and outreach activities related to GGGI’s work program on green growth and climate action planning and implementation.
• The Finance & Administrative Senior Assistant will also provide support for travel, conference, meetings preparation, onsite events, and other pertinent tasks, including for the regional project. The role of the senior assistant is to provide full-time support to the Jordan country office in program operation and specific project/output in delivery of the Jordan program, fully meeting established institutional policies, standards, and donor requirements.

ENGAGEMENT

• Support the country team in implementation of the procedures, policies, and tools of all operational transactions required for procurement, monthly financial reporting, and communication updates
• Coordinate with GGGI HQ Finance, Procurement, and Communications teams, and facilitate program activities in the country
• Communicate issues and risks that will affect consistent program/project delivery and report to the Administrative Senior Associate and relevant project managers.
• Communicate programme needs to service providers/suppliers and ensure that services/products are delivered in line with established agreements.
• Work closely with the Government of Jordan, all GGGI staff, and other partners to schedule meetings, arrange workshops, and organize & prepare events.
• Working closely with other members of the team, support the development of project communications outputs as appropriate.

DELIVERY

• Manage procurement of all necessary goods and services for GGGI Jordan with focus on quality and value for money.
• Maintain program filing system and safeguard standards of reporting/documentary quality to support reporting to donors and programme stakeholders.
• Provide logistics arrangements with respect to meetings, seminars, workshops, conferences, trainings, etc. including but not limited to transport solutions, catering, procurement and communications.
• Ensure system is in place to manage office and IT inventories.
• Act as Health and Safety focal point for the office in Jordan and be aware of fire alarm and natural disaster procedures.
• Ensure smooth day to day running of the office in Jordan in close collaboration with and under the supervision of the Administrative Senior Associate.
• Capture lessons learned to support refinement/improvement of existing policies and procedure
• Performs other administrative support as required in support to the Country Representative and other team member as appropriate

REQUIREMENTS

QUALIFICATIONS

• A bachelor’s degree in any one of the following: business administration, management, procurement, accounting, communications, or related fields.
• Preferably 3 to 5 years of experience in procurement, budget reporting, and related fields.
• Experience working in event facilitation, and/or recruitment is an advantage.
• Experience working with government and multi-stakeholders (donors, multilaterals, etc.)
• Fluency in written and verbal English and Arabic are essential.
• Knowledge of green growth and climate change issues would be an advantage.
• Experience with UN systems or other international organizations is a plus.
• High level of proficiency in Microsoft Office applications (Word, Excel, PowerPoint, etc.)
• Proficient in Project Management Information Systems (PMIS); and or Enterprise Resource Management systems (ERP)

Source: https://careers.gggi.org/vacancy/administration-senior-assistant-574048.html