Finance and Administration Associate

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Description

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The Associate will work closely with CAID 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 CAID’s planning and reporting cycles. Some work will also be required to coordinate CAID’s communications and coordinate and support CAID’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 CAID 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. 

DELIVERY 

• Provide general management and administrative support to the CAID 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 CAID project development opportunities and partnerships 
• Support the development of logframes and establishment of budgets 
• Support financial and narrative reporting 
• Coordinate internally in the CAID 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 support internal and external communication of CAID related achievements Support the organizing of internal and external meetings and events 
• Develop CAID communication materials for visibility – 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 – support the preparation of procurement plans, procurement requests  
• Finance tasks – support CAID 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 – support the coordination of CAID project development processes with thematic leads and the Director of CAID. 
• 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 

QUALIFICATIONS 

• 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. 
• Preferably 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. 

Source: https://careers.gggi.org/vacancy/finance-and-administration-associate-581496.html

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