This position is responsible for assisting the Fiji and Regional teams to integrate and deliver enabling services pertaining to administrative, travel, conference, and acquisitions management for the GGGI office based in Suva, Fiji. S/he 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. The Associate 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 Fiji Country Representative, and indirectly to the Fiji Operations Officer.
Purpose:
Support the key service processes and daily administrative tasks to deliver on the operational requirements of the Pacific Regional and Fiji Country Programs.
Apply GGGI policies, standards, donor and other applicable requirements in providing administrative services.
Troubleshoot issues and bottlenecks to ensure provision of high quality administrative services
Promote a client-oriented approach consistent with GGGI values.
Engagement:
Support project managers with effective project budget management and reporting including to donors;
Support and maintain relationships with service and goods' providers/vendors;
Carries out operational transactions according to GGGI's rules and regulations and specific Grant Agreements with donors;
Assists the team in record-keeping complying with GGGI and donor requirements.
Explains logistics procedures and requirements in line with GGGI rules and regulations for all relevant matters;
Supports in carrying out communication to team members and project managers of activities and results, including donor and annual reporting.
Events logistical support:
Prepare value-for-money quotations with venue providers as needed, providing a recommendation for vendor selection;
Assist with event invitations and registration of participants;
Assist with speakers' travel arrangements and event participation as needed;
Support the event coordinator with logistic needs that arise;
Create post-event evaluations and meeting minutes;
Attend meetings when necessary.
HR & Staff engagement:
Assist onboarding of new staff;
Aid the development of trainings for Fiji and Regional staff.
Support wellbeing activities like coordinating birthday celebrations, active breaks, and promoting work ergonomics.
Other administrative activities:
Support physical asset counts;
Support program filing system and safeguard standards of reporting/documentary quality to support reporting to donors and program stakeholders.
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 the Country Representative and the Senior Assistant, - Finance, Admin, HR and Procurement Coordinator, OED Focal Point.
Requirements Qualifications:
A Bachelor’s degree in administration, business, accounting, public policy, finance, or other relevant field or equivalent experience is a must;
At least 3 years of relevant experience in administration roles, preferably in international organizations at the local level;
Good level of proficiency in Microsoft Office applications (Word, Excel, PowerPoint, etc.);
Must be a Fiji 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 is essential. Ability to prepare written reports and business correspondence, in 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.
