Administrative Assistant

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. 

PURPOSE

• The Administrative and Clerk Assistant, supports in areas of administration, human resources, and travel but not limited to:
• Execute repetitive sequential activities required in the provision of general office support focused on information services and/or file maintenance.
• Provide basic secretarial and document handling support GGGI Africa Regional Offices
• Keep a general record of the activities of the Africa regional office in order to support the coordination of the calendar and to inform on the availability of the personnel.
• Provide logistical support for travel and external meetings of staff and external parties ensuring timeliness.
• Maintain the calendar of the Regional Director by coordinating availability and ensuring that all staff is fully aware of activities, meetings, and appointments.
• Provide logistical support for travel and external meetings of Regional Director.

ENGAGEMENT

• Access and communicate basic information to team and partners in a timely and consistent manner.
• Support in coordinating and solving administrative related issues concerning Finance, HR and Procurement with GGGI’s HQ in Seoul
• Engage with officials and country representative within the different countries on administrative arrangements and other compliance related issues.
• Work closely with the Regional Director to ensure effective program delivery

DELIVERY

• Maintain a reliable presence and attention ensuring readiness and availability to deliver service.
• Gather/compile and circulate information to the team, in order to keep all members of the department fully informed.
• Organize delivery of administrative support in close coordination with supervisor.
• Process requests for visas and liaise with travel agent and/or national mission to ensure timely processing of visas. Keep the visa tracker up-to-date and take action on visa extension/renews as and when needed. Keep an up-to-date travel directory of all travels undertaken.
• Assists in the organization of conferences, meetings, seminars and workshops requesting, collecting and recording all information, processing expense claims and reports on behalf of meeting participants, contributing to the management of the event/meeting including logistics, security, protocol, hospitality.
• Assist in the organization of meetings, conferences and visits.
• Process incoming and outgoing mail and documentation; maintenance of the corresponding register and distribution as appropriate.
• Take responsibility for day-to-day administration activities as well work office space.
• Perform other administration support as needed in support to Operations Manager and Country Representative.

QUALIFICATIONS

REQUIREMENT

• At least a bachelor’s degree in business administration or equivalent experience
• At least 2 years of relevant administrative work experience
• Experience providing administrative support with an understanding of the structure and functioning of an international organization and intergovernmental organization.
• Understanding of official protocols and government processes in Cote d’Ivoire
• Ability to prepare written reports and business correspondence in English and fluent in French.
• Demonstrated ability to use web-based administrative systems and MS office.
• Understanding GGGI administrative system is an advantage.
• Ability to work well under pressure and have a flexible approach to tasks given.

FUNCTIONAL

• Demonstrated experience in administrative support to office and project.
• Strong interpersonal skills with ability to maintain composure under pressure
• Flexibility towards job requirements, and a willingness to do a variety of tasks as required
• Experience in supporting country offices in program development and implementation.
• Experience in event organization, outreach and communication.
• Exceptionally organized with excellent prioritization skills.
• Attention to detail consistence and accuracy, especially to correspondences.
• High level confidentiality and confidence.

CORPORATE

• Understand and actively supports GGGI’s mission, vision and values.
• Promote an organizational culture of trust, transparency, respect and partnership.
• Excels at problem solving, ask questions and seeks support when needed, shares easily information and knowledge with others both internally as externally.
• Manage emotions and stress positively, builds rapport and resolves conflict easily.
• Strong ability to work independently and/or remotely, while maintaining productivity.
• Excellent English oral and written communication skills; including public speaking.

Source: https://careers.gggi.org/vacancy/administrative-assistant-571354.html