Finance, Procurement and Administration Associate

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. 

POSITION SUMMARY

Based in Bishkek City, the Finance, Procurement, and Administration Associate will support the execution of the GGGI Kyrgyzstan Country Office’s project portfolio by managing all required operations, including human resources, finance, procurement, travel, and other administrative needs.

One of the first projects in the GGGI Kyrgyzstan office is set to launch in 2024 with funding from the Ministry of Environment of the Republic of Korea. Titled “Strengthening Climate Resilience through the Introduction of Innovative Smart Techniques in Flood and Drought Management in Central Asia” (the “Project”), it will focus on landslide and flood prevention measures. GGGI is seeking a highly experienced professional who will enable the day-to-day operations of the project activities and support the project team in all aspects of finance, procurement, and administration to ensure the successful implementation of this project.

To carry out this role, the Finance, Procurement, and Administration Associate will work closely with the Deputy Regional Director, Asia, Project Managers, and will engage with other staff of the Operations Enabling Department (OED) at GGGI’s headquarters in Seoul and Asia Regional Office, as needed.

PURPOSE

• Ensure process integrity across a wide range of services relevant to areas such as finance, human resources, procurement, IT, and travel, meeting established GGGI policies, standards, and donor requirements, ensuring value for money and compliance, as well as to carry out other operational administrative functions.
• Lead GGGI Kyrgyzstan Office’s finance, procurement and administrative operations and find solutions to ensure the efficient execution of these processes and the commitments they entail. This will require an agile approach to work, be highly organized, while also displaying a detail and service-oriented approach, since the Finance, Procurement, and Administration Associate will support both internal and external clients.
• Take responsibility for assigned day-to-day administrative activities for effective functioning of the Kyrgyzstan Country office.

ENGAGEMENT

• Work closely with the Deputy Regional Director, Asia and Project Managers to keep an opportune monitoring of the budget execution and its implementation.
• Support GGGI staff with 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 Kyrgyzstan office staff and external stakeholders.

DELIVERY

• Support administration aspects of the Strengthening Climate Resilience through Introduction of Innovative Smart Techniques in Flood and Drought Management in Central Asia project and carry out administrative duties efficiently and effectively in line with GGGI policy.
• Monitor and report workstream budget expenditures in activities to ensure efficiency, accuracy, and consistency in line with work plans to support program management.
• Prepare financial reports to donors and provide support for financial auditing by gathering the relevant information.
• Manage transactions in the ERP, such as requisitions, amendments, payments (for individual consultants, firms, and general providers), submission of claims, procurement of equipment and services, among others.
• Keep monthly track on procurement progress and commitments.
• Keep monthly monitoring of staff time by project (Timesheets record).
• Prepare monthly Corporate Credit Card reconciliation and register all related expenditures.
• Be responsible for the office management activities, including meeting room management, office spaces, supplies and IT management.
• Promote Green Office initiatives and ensure we meet our Green Office Guide for all operations.
• Coordinate the recruitment processes of Staff, Consultants, and Interns through the E-Recruitment system, including uploading ToR for GGGI´s website publication, setting up interviews with candidates and following up throughout the process until final candidate is contracted and onboarded.
• Support the recruitment and onboarding of new staff and individual consultants.
• As a subject matter expert, provide guidance and advice to the Kyrgyzstan team to increase awareness of internal administrative procedures in the areas of office management, recruitment and onboarding of new personnel and consultants, travel, conference/event management, IT, and other relevant regulations, rules, and guidelines.
• Assist the team in all procurement above USD 10,000, including negotiation definition between project leads and vendors, contract issuance, authorization of payments, submission of claims, requisition transactions, others. 

REQUIREMENTS

QUALIFICATIONS

• Bachelor’s degree in administration, economics, finance, public administration, management, or any discipline related to the assignment.
• Preferred 3-5 years of professional experience in the above fields.
• Working experience with international or technical assistance organizations that deliver donor funded projects will be an asset.
• Outstanding level of proficiency in Microsoft Office applications (Excel, Word, PowerPoint, etc.), as well as Enterprise Resource Planning (ERP) or similar software.
• Experience working in teams with varied levels of responsibilities.
• Experience coordinating integrated service platforms with the team, ensuring service quality and compliance.
• Experience setting up a new country office will be highly advantage.
• Strong English, Russian and Kyrgyz communication (speaking, writing and presentation) skills.
• Kyrgyz Republic citizen or entitled to work in Kyrgyz Republic.
• Solid hands-on expertise in Microsoft Office

FUNCTIONAL

• Exceptional time management and organization skills
• Excellent oral and written communication skills in English, including public speaking with all staff and stakeholders.
• Exceptional ability to pay attention to details, particularly when it comes to budgets, recruitment, and detailed operative processes.
• High level of attention to detail and accuracy
• Fast learner, quick to adapt to new environment, systems and bring immediate contribution.
• High literacy with systems, processes, and high level of analytical thinking.
• Ability to prepare written reports and business correspondence in English, Russian and Kyrgyz language.
• Self-initiative, motivated and team oriented, with capacity to work under pressure.
• Strong ability to work with little supervision and/or virtually, while maintaining productivity.
• Ability to produce deliverables with minimal supervision.
• Service oriented to internal and external clients, with demonstrated abilities to find solutions, resolve problems and overcome challenges.

CORPORATE

• Understand and actively support GGGI’s mission, vision, and values.
• Promote an organizational culture of trust, transparency, respect, and financial management.
• Excels at problem-solving, asks questions, seeks support when needed, and quickly shares information and knowledge with others internally and externally.
• Manage emotions and stress positively, be receptive to feedback, build rapport, and resolve conflict easily.