The Finance and Administration Associate will work closely with CTL team members and relevant stakeholders to support office administration tasks. S/he will also assist the team by supporting tasks related to financial and narrative reporting/audit, procurement preparations, project results reporting, workshops and related project events and activities (e.g., travel and logistical arrangements), preparing documents for travel requests/claims for workshop participants, coordinating CTL’s planning and reporting cycles. Some work will also be required to coordinate CTL’s communications and coordinate and support CTL’s budget preparation, and assisting with finalizing publications and other project deliverables, among other things.
Engagement:
The Associate shall support engagement with in-house and external experts/organizations to promote GGGI’s CTL programs and activities. Where possible, the Associate will proactively liaise with staff across different Units, Departments, and Division to facilitate two-way communication and efficient business operations. This includes GGGI teams and staff in operational divisions, including country-based teams, as well as to a limited extent with external counterparts in government, research, academic, and other organizations with which GGGI collaborates. The Associate will be the main focal point for the CTL unit external guests and visitors. The Associate will be the primary administrative focal point for the CTL unit, supporting the daily operations, missions, meetings and communications. and serves as the CTL focal point for HR and partnership management platform.
Delivery:
The general roles and responsibilities of the Associate include:
Provide general management and administrative support to the CTL Unit
Maintain an internal project cycle management system to help establish new projects and monitor the delivery of ongoing projects
Monitor and maintain a database of CTL project development opportunities and partnerships
Support the development of logframes and establishment of budgets
Support financial and narrative reporting
Coordinate internally in the CTL unit to secure inputs and engagement on important corporate planning and reporting processes
Collaborate with other units and divisions of GGGI on identified joint activities to ensure integrated delivery as “One GGGI”
Coordinate communications with internal staff and external focal points, including organizing meetings and knowledge-sharing events like training and workshops, and supporting internal and external communication of CTL related achievements Support the organizing of internal and external meetings and events
Develop CTL communication materials for visibility and GGGI website, social media (e.g. brochures, postcards, newsletters etc.)
HR tasks – support the development of terms of references, publish recruitments, coordinate interviews, prepare contracts, and liaise onboarding activities
Procurement tasks and support the preparation of procurement plans, procurement requests
Finance tasks and support CTL budget preparation and management by setting-up budgets and keeping track of budget and people planners, generating financial reports for donor submission, and processing procurement/payment requests.
Project development tasks and support the coordination of CTL project development processes with thematic leads and the Director of CTL.
In coordination with the Communication and Knowledge Sharing Unit, support the Publication Committee related to GGGI flagship publications and knowledge management.
Other tasks as necessary
Qualification:
Bachelor’s degree required, with areas of study in administration, economics, finance, public administration, or international relations, or other related fields of study. An advanced degree is an asset.
Minimum of 3 years of experience in project financial management, procurement or administration roles.
Excellent proficiency is required in Microsoft Office software. Familiarity with other design or IT tools is an asset.
Experience supporting administrative tasks and using Enterprise Resource Planning (ERP) or similar software platforms is highly desirable.
Verbal and written fluency in English is essential.
Ability to prepare financial reports in an organized and clear way.
Experience/knowledge of green growth, climate change and sustainable development is a plus.
