Operations Associate

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Description

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POSITION SUMMARY

This position is responsible for assisting the Tonga and Regional teams to integrate and deliver enabling services pertaining to administrative, travel, conference, and acquisitions management for the GGGI office based in Suva, Fiji. S/he will perform basic process transactions across a range of administrative services relevant to the mentioned areas. This position focuses on providing administrative services that ensure high-quality and accurate work. The Associate assists with implementing GGGI rules, guidelines, and management decisions. S/he offers solutions to day-to-day challenges and promotes a client-oriented approach, all while adhering to GGGI regulations. This position will report directly to the Tonga Country Representative, and indirectly to the Tonga Senior Country Officer.

PURPOSE

• Responsible for supporting key services and daily administrative tasks to deliver on the operational requirements of the Pacific Regional and Tonga Country Programs.
• Applies GGGI policies, rules, and standards, ensuring compliance with formal donor requirements for operational and administrative processes.
• Ensures administrative processes are carried out effectively and will troubleshoot when needed to support smooth overall operation.
• Champions a client-centric approach aligned with GGGI’s rules and regulations.

ENGAGEMENT

• Supports project managers with effective project budget management and reporting including to donors.
• Assists the team in record-keeping complying with GGGI and donor requirements.
• Supports and maintains relationships with service and goods providers/vendors. 
• Supports communication of activities and results, including donor and annual reports.
• Supports any other OED operations as required by the Pacific-GGGI team.

DELIVERY

Finance & procurement

• Provides support for program implementation by a) Acquiring supplies and services; b) Managing administrative transactions in the Enterprise Resource Planning (ERP) system; c) Handling quotations, evaluations, and new vendor registration; d) Organizing travel logistics; e) Planning and executing conferences; and f) Tracking budget expenditures 
• Carries out operational transactions according to GGGI’s rules and regulations and specific Grant Agreements with donors; 
• Identifies suitable vendors (for good and services) and summarizes quotations as per GGGI requirements;
• Supports the development and administration of procurement plans and requisition procedures in line with annual work programs and budget.
• Creates Purchase Orders in GGGI systems;
• Processes payment requests, including invoice processing, workflow follow-up, and sending notifications to the vendor.
• Processes individual consultants’ payment;
• Coordinates cash advance and cash reconciliation requests for relevant projects.

Events logistical support

• Prepares value-for-money quotations with venue providers as needed, providing a recommendation for vendor selection;
• Assists with event invitations and registration of participants;
• Assists with speakers’ travel arrangements and event participation as needed;
• Provides logistical support to the GGGI event coordinator as needed.
• Drafts post-event evaluations and meeting minutes.
• Attends meetings when necessary.

HR & Staff engagement

• Assists onboarding of new staff.
• Supports the development of trainings for Tonga and Regional staff.
• Supports wellbeing activities like coordinating GGGI office events, active breaks, and promotes work ergonomics.

Other administrative activities

• Supports physical asset counts;
• Supports program filing system and safeguard standards of reporting/documentary quality to support reporting to donors and program stakeholders.
• Takes responsibility for day-to-day administration activities as needed, as well as work office space.
• Performs other administrative support as required in support to the Country Representative and the Senior Assistant, – Finance, Admin, HR and Procurement Coordinator, OED Focal Point.

REQUIEREMENTS 

QUALIFICATIONS

• A Bachelor’s degree in administration, business, accounting, public policy, finance, or other relevant field or equivalent experience is a must;
• At least 3 years of relevant experience in administration roles, preferably in international organizations at the local level;
• Good level of proficiency in Microsoft Office applications (Word, Excel, PowerPoint, etc.);
• Must be a Tongan Citizen or a foreigner holding a valid Work Visa;
• Exceptional ability to pay attention to details, particularly when it comes to event logistics, budgets, petty cash management, quotations, receipt and invoice organization, etc.;
• Strong oral and written English is essential. Ability to prepare written reports and business correspondence, in English;
• Strong and matured interpersonal skills and proven ability to work with multi-cultural teams;
• Ability to work well under pressure and have a flexible approach to tasks given;
• Experience/knowledge of green growth and sustainable development is a plus.

FUNCTIONAL

• Able to achieve results in a quality, timely, and cost-effective way. Sees priorities, plans the efficient use of resources, and monitors progress against objectives;
• Seek opportunities to improve processes and outcomes. Frequently review performance to identify areas to develop;
• Respond positively to change and able to adapt quickly to new situations. Able to take on a diverse range of tasks equally effectively;
• Must be proficient in Microsoft Office;
• Exceptional ability to pay attention to details and accuracy, particularly when it comes to event logistics, budgets, petty cash, quotations, receipt and invoice organization, etc.;
• Fast learner, quick to adapt to new environment, systems and bring an immediate contribution. High literacy with systems, processes, and high level of analytical and logical thinking;
• Self-initiative, motivated, and team-oriented, with the capacity to work under pressure and with little supervision;
• Service-oriented to internal and external clients, with demonstrated abilities to find solutions, resolve problems, and overcome challenges.

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.
• Promote creativity and innovation among staff.
• Be able to lead where needed and provide solutions to project-level challenges.

Source: https://careers.gggi.org/vacancy/operations-associate-tonga-readvertised-558457.html

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