Administrative Assistant (consultant)Global Green Growth Institute

Administrative Assistant (Consultant)
GGGI Philippines is looking for an Administrative Assistant (Consultant) who will support administrative transactions of the operation. (S)he will ensure the effective operation of administrative activities including supply chain requirements, procurement of all program supplies and services, managing stocks and office assets, among others. The Administrative Assistant will execute multi-step transactions and ensure process integrity in all operations of Philippine programs. The position holder will work under the guidance of the Country Representative and Finance & Administration Associate.
Introduction
GGGI works with countries around the world, building their capacity and working collaboratively on green growth policies that can impact the lives of millions. The organization partners with countries, multilateral institutions, government bodies, and private sector to help build economies that grow strongly and are more efficient and sustainable in the use of natural resources, less carbon intensive, and more resilient to climate change.
In the Philippines, GGGI is implementing the Climate Resilient and Inclusive Green Growth Project: Accelerating Implementation in the Agriculture Value Chain with co-financing from the Korea International Cooperation Agency (KOICA) and in partnership with national and provincial government agencies. This project aims to mainstream climate resilience and inclusive green growth in the agriculture sector of Oriental Mindoro. The project seeks to address three interlinked challenges that hinder climate resilient and inclusive development of rural communities in the Province of Oriental Mindoro, which are: 1) Low adaptive capacity against short and long-term risks of climate change among rural communities and agri micro-enterprises in Oriental Mindoro, 2) Poor development of agri micro-enterprises, and 3) Limited capacity of government and non-government stakeholders to design and implement climate resilient green growth initiatives at scale. In order to address the challenges, the project is composed of three main outcomes: a) Outcome 1. Greater climate resilience of farmers, agribusinesses, and vulnerable local communities achieved through the implementation of evidence-based climate policies in Oriental Mindoro; b) Outcome 2. Design, financing, and operationalization of micro-enterprises and a Provincial Agricultural Center (PAC) in Oriental Mindoro; and c) Outcome 3. Improved capacity of government and non-government stakeholders to implement climate resilient, inclusive and green agriculture value chain projects in Oriental Mindoro.
Scope of Work:
The Administrative Assistant (consultant) will execute intricate transactions and deliver service with refinement of understanding of process, subject and purpose in line with established institutional policies, standards and donor requirements, by a) supporting the office management and general administrative support across areas of Finance, Procurement, and Human Resources; and b) assisting interaction with service providers/suppliers about the demands and assure the appropriate delivery of goods/services. The Consultant will be responsible for undertaking, but not limited to, the following activities:
Logistics and facilities:
Identify the equipment to be replenished, purchased or dispersed and make proposals to supervisors.
Assure proper management and record keeping to support reporting to donors and program stakeholders.
Make relevant reports in line with GGGI HQ guidelines.
Monitor and maintain office's assets to ensure appropriate use, update asset and inventory records.
Assist project team on travel booking and prepare monthly report.
Assist and organize schedule of the country representative for the internal and external meetings.
Assist and accommodate the country team in all of the administrative and logistics support.
Procurement and spending:
Accountable for procurement processing of goods and services, training materials, workshop venues, catering services for country program with a focus on value for money.
Liaise with suppliers and stakeholders on procurement.
Place initial screening and controls on country office spending, procurement requests and contract issuance.
Verify data and ensure data entry and document consistency from spending and expenses of specific project/output management.
Support with the management of petty cash spending and payment to suppliers.
Other ad-hoc management and administrative support, when there is a business need.
Reporting Requirements:
S/he will report directly to the GGGI Country Representative for the Philippines and Finance & Administration Associate.
Qualifications/Experience/Expertise
The Consultant is expected to possess the following qualifications:
University degree in public administration, finance management, economics, international business, or related field preferred. Advanced degree will be an advantage.
Minimum three (3) years of professional experience in assisting office operations is required.
Knowledgeable in Microsoft and other kinds of technical tools and applications.
Excellent written and spoken English.
Should be a good team player, punctual, agile, with can-do attitude.
Work experience from an international/multicultural environment is a plus.
High flexibility with can-do attitude.
Able to work under hybrid working modality - both online and offline - when required and as directed by the supervisor.
Promote the optimum use of public resources.
Promote an organizational culture of trust, transparency, respect and partnership.
Process and share information easily.
Manage emotions and stress positively, builds rapport and resolves conflict easily.
Additional Information
Contract duration: 12 months
Date to close is Korean Standard Time (KST). Applications submitted after the deadline will not be considered.
Child protection - GGGI is committed to child protection, irrespective of whether any specific area of work involves direct contact with children. GGGI's Child Protection Policy is written in accordance with the Convention on the Rights of the Child.