Finance, Procurement and Administration Associate

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Description

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Aligned with GGGI’s rules and regulations, the Finance, Procurement and Administration Associate will carry out operative processes such as financial monitoring, reporting to donors, processing, and delivery of procurement contracts, monitoring of purchase orders, conducting or supporting recruitment and human resources processes, travel requests and claims, IT asset oversight, among others.

To carry out his/her role, the selected candidate will work closely with the Senegal Country Representative and Project Managers and engage with other Operations, Enabling Department staff support for timely submissions and delivery (OED) at GGGI’s headquarters in Seoul when required.

ENGAGEMENT

• Work closely with the Senegal Country Representative and the Project Managers to keep an opportune monitoring of the budget execution and its implementation. Support GGGI staff with administrative aspects of the program and project implementation.
• Oversee and coordinate strong OED performance altogether.
• Engage with internal and external stakeholders to guarantee compliance with GGGI’s Finance, HR, Procurement, Events, and Travel-related processes.
• Provide clear information on process delivery requirements to the Senegal office staff and external stakeholders.
• Coordinate and manage periodic procedural aspects related to financial petty cash management, bank account reconciliation, and cash control.
• Support program managers in daily communication with all partners and stakeholders to develop and maintain strong partnerships while ensuring high-quality standards are delivered and continuously improving organizational processes and performance.
• Coordinate with GGGI program managers and other departments (Africa regional office, partnership, Business development) to ensure high-quality delivery and delivery within the rules and regulations of GGGI and all donors.

 DELIVERY

• Prepare and update, as needed, project budgets and Country Program Office Budget under the relevant budget categories (chart of accounts and donor expense categories).
• Prepare monthly monitoring of project budgets, highlighting potential risks in the budget execution.
• Prepare financial reports to donors and support financial auditing by gathering the relevant information.
• Carry out transactions in the ERP, such as requisitions, amendments, payments (for individual consultants, firms, and general providers), submission of claims, and procurement of equipment and services, among others.
• Keep monthly track of procurement progress and commitments; and monthly monitoring of staff time by project (Timesheets record).
• Prepare monthly Corporate Credit Card reconciliation and register all related expenditures.
• Oversee office management activities, including meeting room management, office spaces, supplies, and IT management.
• Assist and promote Green Office initiatives and ensure we meet our Green Office Guide for all operations.
• Assist with the recruitment processes of Staff, Consultants, and Interns through the E-Recruitment system, including uploading ToRs for GGGI’s website publication, setting up interviews with candidates, and following up throughout the process until a final candidate is contracted and on board.
• Support the recruitment and onboarding of new staff and individual consultants.
• Advise the Senegal team and 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 procurements above USD 10,000, including negotiation definition between project leads and vendors, contract issuance, authorization of payments, submission of claims, requisition transactions, etc.

REQUIREMENTS

QUALIFICATIONS

• A degree equivalent in business administration, finance, accounting, human resources, or a related field of study is required (In place of a master’s degree, a bachelor’s degree with professional job experience will be considered)
• Certifications in accountancy, project management, human resources management, procurement, information technology systems, database management, and knowledge management are highly desirable.
• Preferably seven years of professional work experience in at least 4 of the following areas: finance, accounting, project management, human resources management, operations, logistics, and procurement, and a minimum of four years with an international organization, international NGO, or multinational business.
• Demonstrated a firm grasp of corporate policies and procedures and extensive hands-on experience with online operational systems, including ERP and project management systems.
• Clear professional verbal and written communication in English and excellent French language skills are required.
• Ability and willingness to work respectfully in a flexible and agile manner.

Source: https://careers.gggi.org/vacancy/senegal-finance-procurement-and-administration-associate-556636.html

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