Senior Assistant, Ethiopia Program, Ethiopia at Global Green Growth Institute (GGGI)

enior Assistant, Ethiopia Program

The Senior Assistant (M&A) executes comprehensive administrative transactions for country program operation and office management. The Senior Assistant is in charge of processing budget executions and office cash controls in line with GGGI finance policies and accounting standards; carrying out procurement plans and managing contract payments; administering office HR requisitions and onboarding procedures; in keeping with GGGI policies, standards and donor requirements.

Location: Ethiopia

Contract Type: Individual Contractor (ICA)

Grade: X5

Salary scale

Country Scale

Contract Duration: 36 months

Date to close: 15/10/2017

Ref No: STA1421

PURPOSE

The role of Senior Assistant is executing administrative transactions in program operation and office management fully meeting established institutional policies, standards and donor requirements across budget execution, procurement & HR processes implementation and other operational functions.

ENGAGEMENT

• Master ERP functionalities and other M& A applications; provide technical assistance for the country team on the new system, applications, and reporting formats
• Inform the country team on the up-to-date procedures, policies and reporting requirement of all administrative transactions; provide alerts on upcoming deadlines for the country team
• Identify issues and risks that will affect consistent program and office operation and report to the Country Representative

DELIVERY

• Execute office budget disbursement and spending following budget execution plans and schedules in line with yearly work programs and budget line
• Manage office bookkeeping and cash control; manage financing documents according to GGGI standards and rules; managing periodic office bank account reconciliation and book closing
• Administer procurement plans and manage contract payments in line with yearly work programs, outsourcing plans and budget lines.
• Administer country office HR requisitions and onboarding procedures based on approved headcounts
• Place initial screening and controls on country office spending, procurement requests and contract issuance
• Verify data and provide consistency check on data entry and document from spending and expenses of country office operation
• Develop reports on country specific M&A issues (office banking solutions, visa processing, logistics solutions, etc.) based on identified needs and requests
• Provide oversight to ensure effective office management and facilitation of program’s delivery (for example: logistical arrangements for travel, training, workshop and conference/workshop organization, per diems etc)

REQUIREMENTS

QUALIFICATIONS

• Bachelor’s degree, or equivalent, in relevant fields such as Business Administration, Business & Management, Accounting, Finance and Office Administration.
• At least five years of relevant work experience in office management, administrative and/or operational services.
• Experience providing administrative assistance with an understanding of the structure and functioning of an international organization
• Strong competence in the use of standard software programs: Excel, Word, PowerPoint and Outlook
• Experience in an international setting and ability to work independently and taking initiatives in response to the organization and team’s demand
• Excellent command of written and spoken English is a requirement

FUNCTIONAL

• Ability to plan and organize tasks efficiently
• Able to maintain a high degree of professional integrity
• Able to effectively communicate, listen to others, and be part of an environment of open communication
• Able to work with accuracy for detail and work effectively with other teams of a high degree of cultural/professional diversity
• Service-minded and ready to anticipate and provide necessary support to the team
• Ease in communicating with colleagues and third parties via email
• Ability to work independently and ask for clarification where needed
• Ability to communicate and to work as part of a team

CORPORATE

GGGI needs a person who brings professional office management skills along with passion to the role: someone who has the grit to be part of an international organization working for a green development cause, someone who is proactive, dynamic and able to work together with minimal supervision. The successful candidate is a skillful team member with an ability to interact within and beyond GGGI, a thoughtful communicator, and a person with diplomatic skills who understands the dynamics in a diverse, global organization.

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