Consultant for Administrative and Event Organization

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Description

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The Consultant shall support the Andean Country Programs to carry out office administration, medium and minor procurement, events organization, raising requisitions in the system, travel related activities, and others, performed with high quality and accuracy of work.

Deliverables And Payment Schedule:

This is a daily-fee, full-time position. The Consultant will be expected to work a 40-hour work week adopting a hybrid work model, in coordination with the supervisor.

The Consultant is expected to carry out his/her activities maintaining:

• Clear and regular communication to ensure compliance with procedures and schedules, aligning with the established norms.
• Confidentiality of all documents and information generated and managed during the contract execution.
• The consultant shall support the OED Andean Team with entry-level activities regarding finance, administrative, procurement and human resources tasks. These activities include, but are not limited to

Administration, Hiring, Procurement and Travel:

• Support in the operational and procedural activities to address them in a timely manner mainly in recruitment process and the organization of digital support documentary files.
• Track recruitment process and issue alerts when delays arise that may impact the selection process.
• Monitor compliance with agreed contract terms of consultancies, period, deliverables, and scheduled payments.
• Process and organize documentation for payment requests to suppliers and consultants . Raise the payments transaction into the ERP system and track them and issue alerts when delays arise.
• Support the local purchase of small goods or office supplies necessary for operations following the GGGI guidelines (conduct quotations, contact suppliers, support vendor registration).
• Support with details of travel for external parties (non-GGGI staff) including processing of all required documentation to raise Travel Requests and Claims, compiling supporting documents, coordinating the GGGI’s funded participants to fill and sign the duly templates/forms.

Event Organization

• Coordinate logistics and administrative processes for projects events and/or meetings, including both virtual and in-person meetings.
• Support the logistics of meetings, workshops, and events linked to the GGGI Peru Program portfolio, including follow-up meetings, quotations from suppliers of services and goods, support of methodologies, payments to the venue, among others.
• Prepare documents, equipment, venues, and perform other logistical support activities required for holding meetings.
• Follow up the GCF event pipeline ensuring the activities are implemented with high-quality standards and according to GGGI’s vision and requirements, as well as in compliance with GGGI’s policies and procedures.

Reporting Arrangements:

• The Consultant shall report to the Administration, Finance and Procurement Associate.
• The Consultant’s work progress will be monitored primarily through periodic review meetings. These review meetings will tackle subjects such as the overview of the contractual objectives and the development of activities, detailed information milestones, actual achievements made against the timeline initially set, and any other relevant progress details.
• All relevant technical papers, reports, and other documents prepared from the start to the end of the assignment shall be delivered to the Peru Program and Andean Countries Program, as appropriate.
• The Consultant should demonstrate the credentials described below.

Expertise Required:

• Peruvian citizen or foreign who can reside and work in Lima- Peru with a valid work permit.
• A university degree in Business Administration or related degree.
• General professional experience of two (2) years.
• Good organization skills using tools such as calendars, teams tools, among others, and proficiency in Microsoft Office, mainly in office excel .
• Be proactive, creative to resolve unexpected situations, high integrity.
• Ability to work autonomously and collaboratively.
• Knowledge of the English language in intermediate-advance level.
• Excellent writing skills and clear transmission of ideas.
• Proven ability to organize and prioritize tasks effectively.
• Strong attention to detail and accuracy.

Source: https://careers.gggi.org/vacancy/consultant-for-administrative-and-event-organization-573700.html

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