Finance Procurement and Administration Associate

Based in Mexico City, the Finance, Procurement and Administration (FPA) Associate will support the execution of the GGGI Mexico Country Office’s project portfolio by enabling all required operations, ranging from human resources, finance, procurement, travel, to any other administrative related requirements.

Aligned with GGGI’s rules and regulations, the FPA 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 FPA Associate will report directly to Mexico’s Deputy Country Representative (DCR) plus work closely with Mexico’s Country Representative (CR), Project Managers, and will engage with other staff of the Operations Enabling Department (OED) at GGGI’s headquarters in Seoul, when required. 

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. 

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 Mexico 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 and Administration Associate will support both internal and external clients.

Take responsibility for assigned day-to-day administrative activities for effective functioning of the Mexico Country office.

Engagement:

• Work closely with the Mexico’s CR, DCR and the Project Managers to keep an adequate and timely monitoring of the budget execution and its implementation.
• Support GGGI staff with administrative aspects of program and project implementation.
• Oversee the Administrative Associate’s assigned work to keep a coordinated and strong OED performance altogether.
• 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

Delivery:

• Prepare and update, as needed, project budgets under 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 provide support for 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, 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.
• 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 ToR’s 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.
• Advise the Mexican 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 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:

• (Required) Bachelor’s degree in administration, economics, finance, public administration, management, or any discipline related to the assignment.
• (Plus) Postgraduate in the abovementioned areas/fields.
• (Required) At least 4 years of professional experience in the above fields.
• (Plus) Working experience with international or technical assistance organizations that deliver donor funded projects
• (Required) Substantial proficiency in Microsoft Office applications (Word, Excel, 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.
• Strong Spanish and English communication (speaking, writing and presentation) skills.
• Mexican citizen or entitled to work in Mexico.

Source:  https://careers.gggi.org/vacancy/finance-procurement-and-administration-fpa-associate-mexico-553228.html