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Administrative Assistant

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Global Green Growth Institute

Crecimiento económico sostenible e incluyente
Administrative Assistant

POSITION SUMMARY
The Administrative Assistant will be responsible for assisting the establishment and integration of operations enabling services pertaining to administrative, travel, conference, and acquisitions management for the GGGI-Colombia Program. The Administrative Assistant will perform basic process transactions across a range of administrative services relevant to the mentioned areas. The focus of this position is to provide administrative-related services serving high quality and accuracy of work. S/he implements the rules, guidelines, entitlements, and offers solutions to issues related to day to day office. Promotes a client-oriented approach consistent with GGGI rules and regulations. This position will report directly to the Administrative Associate.

PURPOSE
Working closely with the Administrative Associate and the corresponding HQ teams, the Administrative Assistant #2 will be responsible for supporting the key service processes and daily administrative tasks to deliver on the operational requirements of the Colombia Country Program, among others; fully meeting GGGI policies, standards, and donor requirements and other operational and office administration functions. The Administrative Assistant #2 will ensure administrative processes are carried out effectively and will troubleshoot when needed to support a smooth overall operation.

S/he implements the rules, guidelines, entitlements, and provides solutions to issues related to day to day office. Promotes a client-oriented approach consistent with GGGI rules and regulations. Foreseen activities can include, but not are limited to:

Finance and procurement

  • Identify suitable vendors (for good and services) and prepare quotations as per program requirements;
  • Create Purchase Orders on GGGI systems;
  • Undertake payments, including invoice processing, Work Flow following, sending of Notification to the vendor, among others;
  • Undertake process of individual consultants’ payment;
  • Undertake Sharepoint approval for corporate credit card purchase below USD 1,000.

Staff & external parties travel-related activities

  • (Staff) Collect Mission Reports to upload on CRM;
  • (Staff) Collect BTOR to upload them in CRM;
  • (External parties) Collect information (flight quotation + DPE´s requirements) for external Parties – Module 11 DoAc, passport and contact information;
  • (External parties) Book hotel reservations;
  • (External parties) Collect DPE’s receipt signed;
  • (External parties) Keep track of airplane tickets purchase every month.

Events logistical support

  • Prepare value-for-money quotations at hotels in Bogota and Regions as needed, providing a recommendation for vendor selection;
  • Assistance with event invitations and registration of participants;
  • Assistance with speakers’ travel arrangements and event participation as needed;
  • Support the event manager with logistic needs that arise;
  • Creation of post-event evaluations;
  • Attendance to meetings when necessary.

Other administrative activities

  • Support to all office management activities, including meeting room management, office space maintenance, supplies for staff, and IT ticketing for issues with laptops;
  • Provide assistance to set workplaces and equipment/supplies for all staff and consultants in the Colombia program, whether they work from our offices, remotely, or in other cities;
  • Support monthly meeting arrangements, including the meeting set-up, agenda, speakers, Microsoft Teams meeting, coffee breaks, and others.
  • Aid the development of pieces of training for Colombian staff.
  • Support wellbeing activities like coordinating birthday celebrations, active breaks, and promoting work ergonomics.

 

ENGAGEMENT

  • Working with the Administrative Associate, relevant HQ units, and the team, the Administrative Assistant #2 will support the program implementation in minor supplies and services acquisitions, administrative transactions in the Enterprise Resource Planning (ERP), quotations, evaluations, and registry of new vendors, travel logistics, conference planning and execution, and budget expenditure tracking;
  • Support and maintain relationships with service and goods’ providers/vendors;
  • Carry out operational transactions according to GGGI’s rules and regulations and specific Grant Agreements with donors;
  • Assist the team in record-keeping complying with donor requirements.
  • Explain logistics procedures and requirements in line with GGGI rules and regulations for all relevant matters;
  • Support any other OED operations as required by the Colombia-GGGI team.

DELIVERY

  • Assist with travel plans preparation for both internal and external parties (for events and visitors);
  • Support tracking of monthly airplane ticket purchases with a local travel agency;
  • Provide detailed reservations of airport transfers, hotel accommodation, DPE’s delivery, among others, for speakers at events and visitors of GGGI Colombia offices;
  • Deliver high-quality and organized vendor identification, quotations, comparisons, negotiations, and contracting for acquisitions related to minor IT, publications, local transportation, conference, among others;
  • Support with all necessary logistics for conference planning and execution, meetings, seminars and workshops, and any other events related to the portfolio of projects of GGGI Colombia that include but are not limited to venue selection, menu selection, speakers and guests travel and accommodation, management of the event/meeting including security, protocol, hospitality;
  • Assist in defining selection criteria of suppliers, identify best value-for-money and overall assistance for the events;
  • Take responsibility for day-to-day administration activities as needed, as well as work office space. Perform other administrative support as required in support to Senior Administrative Associate and Senior Finance Associate.

REQUIREMENTS
QUALIFICATIONS

  • (MANDATORY) At least 2 years of relevant experience in administration roles, preferably in international organizations at the local level;
  • (MANDATORY) Good level of proficiency in Microsoft Office applications (Word, Excel, PowerPoint, etc.);
  • (MANDATORY) Must be a Colombian 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.;
  • 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;
  • Strong oral and written English and fluency in Spanish is essential. Ability to prepare written reports and business correspondence, both in Spanish and English;
  • Self-initiative, motivated, and team-oriented, with the capacity to work with little supervision.
  • Service-oriented to internal and external clients, with demonstrated abilities to find solutions, resolve problems and overcome challenges;
  • 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;
  • Expertise with reliable hands 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

  • Able to pick up and assimilate relevant information and learn tasks in a rapid manner, responding swiftly and appropriately in fast-paced environments;
  • Participate actively in the team by encouraging co-operation; being aware of the needs of others and responding flexibly to them; sharing information, and the like;
  • Strong interpersonal skills and proven ability to work with multi-cultural teams;
  • Committed to green growth and inspired by the vision of the organization;
  • Open to learn and share knowledge to achieve desired goals;
  • Strong oral and written English and fluency in Spanish is essential. Ability to prepare written reports and business correspondence, both in Spanish and English.

Notes: Only CV’s and applications in English will be reviewed. “Date to close” is in Korean Standard Time (KST) – not Colombia time –