In support of GGGI’s Regional Program, the Senior Operations Associate will ensure process integrity across a range of administrative services relevant to finance, travel, conference management, human resources, administration, and communications.
The focus of this position is to provide finance , human resources, procurement and other administrative related services ensuring high quality and accuracy of work.
S/he provides solutions to issues related to day to day office.
PURPOSE
The role of the Senior Operations Associate is to ensure process integrity in finance, operation, and administrative issues, fully meeting established GGGI policies, standards and donor requirements and other operational and office administration functions.
The Senior Operations Associate execute multi-step transactions in the provision of specialized accounting services such accounts receivables/payables processing and reporting.
She/he support GGGI’s administrative operations and finds solutions to ensure efficient processes are in place GGGI´s office and workspaces across the different ministries.
ENGAGEMENT
- Provide information and explain accounting transaction requirements to clients;
- Ensure compliance with internal processes, communicate changes to relevant internal stakeholders, and provide training where require
- Provide administrative support ensuring high quality and accuracy of work for program implementation activities: involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative and financial actions;
- Collaborates with other units and divisions of GGGI to ensure integrated delivery as OneGGGI
- Liaises with country teams and project managers in assigned region to ensure compliance with GGGI processes and monitor project/program delivery progress and implementation of risk mitigation measures.
- Works closely with the Regional Director to ensure effective country program delivery
- Supports corporate and international gatherings and events which provide opportunities to share lessons learned from GGGI country programs
- Build and maintain relationships with service or goods providers.
DELIVERY
- Ensure delivery of timely periodic accounting reports in support of higher accounting processes and reporting.
- Finance: Assist in planning, expenditure tracking and audit of financial resources, in accordance to GGGI rules and regulations (e.g. authorization of payments, submission of claims, requisition/procurement of equipment and services < USD 10,000, processing of individual consultants’ payments). Assist in organization and oversight of timely accounting and reconciliation of all transactions and assets. 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. Terminal Expenses for staff, consultants, meeting participants and other.
- Travel: Assist in preparation of quarterly travel plans. Provide information and advice to the office, staff and consultants about travel services on the most direct, efficient, economical/cost-effective routings (including more complex itineraries) and airfare rates, as permitted by the rules and regulations, promoting a client-oriented approach consistent with GGGI rules and regulations. Ensure that Travel Claims are fully documented. Process requests for visas and liaise with travel agent and/or national mission to ensure timely processing of visas. Keep the visa tracker up-to-date and take action on visa extension/renews as and when needed. Keep an up-to-date travel directory of all travels undertaken.
- Conference management: Assists in the organization of conferences, meetings, seminars and workshops requesting, collecting and recording all information, processing expense claims and reports on behalf of meeting participants; contributing to the management of the event/meeting including logistics, security, protocol, hospitality.
- Administration: Assist in the organization of meetings, conferences and visits. Process incoming and outgoing mail and documentation; maintenance of the corresponding register and distribution as appropriate. Provide advice on support services entitlements and regulations in accordance with GGGI. Take responsibility for day-to-day administration activities as well work office space. Perform other administration support as needed in support to Operations Manager and Country Representative.
- Human Resources: 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.
- Communications: 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.
- Verify data issues within nonstandard transactions.
QUALIFICATIONS
- A Bachelor’s degree in business administration, finance, accounting, or other relevant areas. Master’s degree is an added advantage.
- A minimum of five (5) years of progressive experience in office services including procurement, finance and related area (for those with secondary school) or four (4) years (for those with bachelor degree). Experience with the UN system or other international organization is a plus.
- Experience providing administrative support with an understanding of the structure and functioning of an international organization
- Good level of proficiency in Microsoft Office applications (Word, Excel, PowerPoint, etc.), as well as Enterprise Resource Planning (ERP) or similar software.
- Exceptionally organized with excellent prioritization skills.
- An excellent command of spoken and written French and English.
- Ability to prepare written reports and business correspondence, both in French and English.
- High level of attention to detail and accuracy, especially to numbers.
- 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 coordinating successful functions and events (workshops, meetings, etc.) that are smoothly run and well-facilitated.
- Excellent communication, presentation and writing skills.
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