Administrative Assistant - Columbia

  • Global Green Growth Institute
  • Columbia
  • 09 Feb, 2020
Full time Operations Jobs Green Jobs

Job Description

The Administrative Assistant will be responsible to assist in 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 process basic transactions across a range of administrative services relevant to the mentioned areas. The focus of this position is to provide administrative related services performing high quality and accuracy of work. 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. This position will report directly to the Administrative Associate.

 

PURPOSE

 

Working closely with the Administrative Associate and the Senior Associate - Finance & Procurement, and the corresponding HQ teams, the Administrative Assistant will be responsible for supporting the key service processes and administrative daily 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 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 for suppliers below 10,000, including: invoice processing, Work Flow following, sending of Notification to 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 on a monthly basis.
  • Events logistical support
    • Prepare value-for-money quotations at hotels in Bogotá and Regions as needed, providing recommendation for vendor selection;
    • Assistance with event invitations and registration of participants;
    • Assistance with speakers´ travel arrangements and event participation as needed;
    • 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 meetings arrangements including the meeting set-up, skype meeting, coffee breaks and others.

 

ENGAGEMENT

 

  • Working with the Administrative Associate and Senior Associate -Finance & Procurement, relevant HQ units and the team, the Administrative Assistant 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 preparation of financial reporting and 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 local travel agency;
  • Provide detail 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 UK Project, 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 related to the UK Project;
  • Take responsibility for day to day administration activities as needed, as well work office space. Perform other administration support as needed 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 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 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;
  • 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 process and outcomes. Constantly 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 solid 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 immediate contribution. High literacy with systems, processes, and high level of analytical and logical thinking;
  • Self-initiative, motivated and team oriented, with 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 rapidly 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

Please notice that “Date to close” is in Korean Standard Time (KST) – not Colombia time -

 

COUNTRY PROGRAM BACKGROUND

 

Based in Seoul, The Global Green Growth Institute (GGGI) is an intergovernmental organization founded to support and promote a model of economic growth known as "green growth", which targets key aspects of economic performance such a poverty reduction, job creation, social inclusion, and environmental sustainability. GGGI works with countries around the world, building their capacity and working collaboratively on green growth policies that can impact the lives of millions. The organization partners with countries, multilateral institutions, government bodies, and private sector to help build economies that grow strongly and are more efficient and sustainable in the use of natural resources, less carbon intensive, and more resilient to climate change.

GGGI has a diverse portfolio of programs in developing countries around the world. These in-country programs, together with global products and services, focus on delivering results through an integrated approach of evidence-based green growth planning and implementation aligned to countries’ development priorities. The organization also focuses on knowledge development and management activities which build a strong theoretical and empirical basis for green growth, while providing concrete options and guidance for policymakers; as well as building the conditions for public and private green infrastructure investments.                                                                                         

GGGI has been working with the Government of Colombia to advance green growth policies and green investments, through strategic partnerships such as with the Ministry of Environment and Sustainable Development, the Ministry of Agriculture and Rural Development, Ministry of Treasury and Public Credit and the National Planning Department, among others. In a new phase of collaboration with Government agencies at the national and sub-national level, GGGI with the Support of the Norwegian Kingdom is initiating an expansion of its Colombia Country program, mainly to support the transition towards a greener growth pathway that is socially inclusive and contributes to Colombia´s medium term development agenda. The expected impact of this collaboration, after five years of support (2017-2022), is an increased capacity to mainstream green growth objectives into development planning and investments in priority sectors and regions that are critical for Colombia´s future green growth, particularly in areas that are highly susceptible to increased natural resource degradation and forest cover loss.

The program was divided in two phases, one from 2017-2019, and a second one from 2020-2022. The second phase was designed to increase green growth investments in priority regions and sectors and to support the Government of Colombia (GoC) to reduce the current trend in deforestation. The program outcomes are aligned with the GoC´s nationally determined contributions (NDC) targets and sustainable development goals (SDGs), GGGI’s Strategic Plan 2015 – 2020 and GGGI Colombia Country Planning Framework (CPF) 2016-2020, as well as the Norway’s International Climate and Forest Initiative (NICFI) strategic objectives. 

The program capitalizes on GGGI’s comparative advantage to provide context-specific, tailored, green growth solutions, as well as its experience to date in promoting the green growth agenda in Colombia and other countries.  Phase II of the program is designed to ensure that results are consistently delivered and the outcomes of Phase I are sustained. This is achieved by leveraging lessons learned as well as by taking advantage of synergies with other donor-funded activities and programs. This is made possible by GGGI unique positioning within GoC, that now includes supporting directly the Ministries of Agriculture and Finance. In fact, with Norway support, GGGI has built a strong reputation in the country, becoming the go-to institution for the GoC on sustainability related topics. This is also made clear by the decision of the GoC to recently approve Law 1954/2019 for the Establishment Agreement of GGGI in Colombia and moving towards an additional ongoing bill in Congress for the approval of the Host Country Agreement which is expected to be finalized this year. 

In the first semester of 2020, and under Phase II of the GGGI/Norway program GGGI will need to implement a broad set of planning and administrative activities to set up for a three-years program to support the Colombian Green Growth/Deforestation Control agenda. This will imply the expansion of the team to near 23 staff members, active presence in at least 4 subnational jurisdictions and more than 2M USD expenditure per year.

To carry the activities mentioned before, GGGI requires the support a new staff that will back the Colombian team with the administrative activities required to start and implement the Colombia-GGGI-Norway Green Growth Program (Phase II).