Administrative Assistant

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Description

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• Carry out essential admin operations/transactions that require a basic understanding of GGGI’s rules, procedures, systems, and tools, complying with established GGGI policies, standards, and donor requirements.
• Take responsibility for assigned day-to-day administrative activities for effective functioning of the Mexico Country office.
• Perform procurement related tasks to guarantee the projects’ successful and timely delivery.
• Provide logistics support for the organization of workshops, conferences, meetings, and overall events.
• Support the Mexico team members in project related HR tasks, in coordination with operations staff and HQ.
• Support travel related tasks, which guarantee having the best value for money and abide by GGGI’s rules and procedures, and making sure these processes are fully documented.
• Support any other OED operations as required by the GGGI Mexico Program.

• Work closely with the Finance, Procurement and Administrative Associate, and GGGI staff to support administrative aspects of program and project implementation.
• Engage with internal and external stakeholders to guarantee compliance of GGGI’s HR, Procurement, Events, and Travel related processes.
• Provide clear information on process delivery requirements to the Mexico office staff and external stakeholders.
• Support the team in preparation of events, travel, reporting and record-keeping.

• Perform administrative support as required, including but not limited to note taking, agenda development, calendar updates, scheduling of meetings, event organization, travel arrangements.
• 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 national engagement initiatives through in person and virtual meetings, events, learning opportunities, and knowledge sharing, etc.
• Support high quality document management and record keeping of project documents through GGGI’s internal tools and systems.
• Coordinate the development of presentations, documents, and tools as appropriate.
• Support onboarding of interns or consultants in consultation with hiring managers.

• At least 4 years of general experience and at least 3 of relevant experience in office management or administration roles.
• University degree in administration, social sciences, or relevant related areas.
• Experience with international organizations, bilateral cooperation entities or international projects is an asset.  
• Good level of proficiency in Microsoft Office applications (Word, Excel, PowerPoint, etc.)
• Intermediate to High English proficiency is required to prepare written reports and business correspondence, both in Spanish and English.
• Experience/knowledge of green growth, climate change and sustainable development is a plus.

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