Finance, Administration and Procurement Senior Assistant

Global Green Growth Institute - GGGI

Lome, Togo

Experience: 5 to 10 Years

Skill Required: Accounts and Finance

Finance, Administration and Procurement Senior Assistant reports to the Program Lead. She/he supports the program in executing comprehensive Finance, Admin, HR and Procurement business processes for the effective development and delivery of projects both financially and administratively and also programmatically to ensure efficient and timely delivery of results. She/he will report to the country lead. She/he is responsible for providing support in maintaining and verifying budget execution and controls in line with GGGI policies, work program and budget, supporting procurement plans, hiring, and onboarding plans, contract management in keeping with GGGI policies, standards and donor requirements.

  • The Finance, Admin and Procurement Senior Assistant supports in areas including the finance, budgeting, logistics and

procurement and administrative facilities (such as office space, equipment;) including but not limited to:
  • Take responsibility for day-to-day administration activities needed for the successful implementation of the project. Perform other administrative support as required, including note taking, agenda development, calendar updates and scheduling of meetings.
  • Support procurement processes of consulting firms, goods, and services providers in compliance with the Grant Agreement conditions, GGGI's Rules and Regulations, and internal systems set up to conduct the process. 
  • Support hiring processes of staff and consultants in compliance with the Grant Agreement conditions, GGGI's Rules and Regulations, and internal systems set up to conduct the process. 
  • Support financial management of the country office program.
  • Perform other administrative support as required, including note taking, agenda development, calendar updates and scheduling of meetings. 
  • Manage and maintain good relationship with external parties
  • Coordinate and solve technical and system related issues concerning Finance, HR and Procurement with GGGI's HQ in Seoul
  • Engage with officials within the different governments on administrative arrangements and other compliance related issues.
  • Works closely with the Regional Director to ensure effective country program delivery.
  • Coordinates communications with donor focal points for indicated projects for finance and procurement related communications.  
  • Support the smooth operations of GGGI Togo Country Office in close collaboration with Country Lead; 
  • Ensure the appropriate use of GGGI budget tools and systems by team members; 
  • Support the provision of required inputs for carrying out internal/external audits in compliance with the requirements and standards of GGGI and respective donors; 
  • Guide the adequate and efficient use of relevant management and financial modules of GGGI's Enterprise Resource Planning (ERP) System for the Country Program; 
  • Prepare and assist reconciliation of bank, cash and DOAC (Defrayment of Attendance Costs).
  • Prepare all payments, cash withdrawal by bank and clearing cash advances, Enter all payment vouchers, receipt vouchers and other journals into Agresso on daily basis,
  • Assist in planning, analyzing, expenditure tracking and forecasting of monthly program expenditure.
  • Assist Country Lead to coordinate and manage GGGI wide audit which include internal and external audit.
  • Support the project implementation in all aspects related to finance, budget, procurement, human resources, administration, project preparation and closing;
  • Consolidate Country office and projects financial reports
  • Support procurement activities of the country office ensuring adherence to decentralized and centralized procurement rules and regulations.
  • Management of the Country Office invoice registration and payment, Process Travel Claims (TCs), other travel entitlements such as Daily Personal Expenses (DPE) and Terminal Expenses for staff, consultants, meeting participants and other official travelers. - Assist in preparation of quarterly travel plans. Provide information and advice to the office, staff and consultants about travel services as permitted by the rules. Ensure that Travel Claims are fully documented.
  • Assists the team in hiring process and onboarding of new staff as well as support wellbeing activities like coordinating birthday celebrations, active breaks, and promoting work ergonomics.
  • Process incoming and outgoing mail and documentation; maintenance of the corresponding register and distribution as appropriate.
  • Take responsibility for day-to-day administration activities as well as working office space.
  • Perform other administrative support as needed in support to Project Managers and Country Lead.
  • Serve as information management focal point by collecting and providing easy access to information, articles, and research material that may be relevant to the GGGI program as well as act as community manager.
  • Support other GGGI country offices when necessary
Requirements Qualifications:
  •  A bachelor’s degree in administration, International Organizational management, business, accounting, public policy, finance, or other area development field. Master’s degree is an added advantage.
  • At least five (5) years of progressive working experience, including procurement, finance and related area (for those with secondary school) or four (4) years (for those with bachelor’s degree).
  • Experience with the UN system, Regional Organizations or other international organizations is a plus. Experience providing administrative support with an understanding of the structure and functioning of an international organization and intergovernmental organization.
  • Good level of proficiency in Microsoft Office applications (Word, Excel, PowerPoint, etc.), as well as Enterprise
  • Resource Planning (ERP) or similar software. Ability to establish priorities in a time-sensitive environment and meet deadlines with strong attention to detail.
  • Experience coordinating successful functions and events (workshops, meetings, etc.) that are smoothly run and well-facilitated.
  • Familiarity with Green Growth and Togo context with solid experiences dealing with government counterparts.
  • Excellent analytical, communication, presentation and writing skills.
  • An excellent command of spoken and written English and French is mandatory.