Senior Administrative Associate

INTRODUCTION

The GGGI Jordan program is expanding rapidly in the areas of climate change, circular economy, electric mobility and green investment mobilization. GGGI Jordan is also starting a new USD 6 Million 3-year project covering green jobs creation, skills development and green entrepreneurship, with support from the Korean development agency. The country office has workspaces in the Ministry of Environment.

As GGGI Jordan’s portfolio grows and complexifies, so do the operations enabling and administrative functions. GGGI is seeking an experienced office management professional to manage and lead the office’s administrative functions, to provide programmatic support across the country portfolio, in key areas such as office management, event management, travel, procurement, human resource management, budgeting and finance, financial reporting, monitoring and evaluation and communications.

POSITION SUMMARY

The Administrative Senior Associate, will oversee and coordinate the day-to-day management of GGGI Jordan’s administrative functions, consisting of all the critical support for GGGI’s in-country operations, including office management, financial management, procurement, logistics, human resource administration, and other administrative tasks. Additionally, He/She may in the future recruit, manage, and mentor junior colleagues including interns, as the administration functions develop into a full-fledged unit.

Under the guidance of the Country Representative and Deputy Country Representative, the Administrative Senior Associate, will also support effective monitoring and reporting of results under GGGI’s biannual/annual program plans in line with GGGI’s corporate policies, standards, and protocols. He/she will be willing to support wider program and office management activities including inventory, facilities, and operational asset management, support travel arrangements, events management, and support program staff in onboarding as need to ensure smooth operations.

PURPOSE

Financial Management

• Coordinate and manage procedural aspects related to financial contracts and petty cash management
• Operate GGGI Jordan’s country-level financial system ensuring compliance with internal corporate policy and donor requirements
• Undertake internal financial reporting on all projects and programs within the portfolio, and lead country-level financial reporting for external partners (i.e. donors and resource partners)
• Support technical unit leads to plan and monitor expenditure rates across technical units, and proactively identify resource requirements for financial sustainability
• Develop and manage detailed budget execution plans and schedules in line with yearly work programs and budgets in coordination with the project managers.
• Provide financial expertise to internal stakeholders (especially project managers)

General Operations

• Support the development and execution of HR recruitment plan for the program and manage onboarding procedures, including recruitment and interview procedures
• Support the development of partnership agreements, memoranda of understandings, and official approval memos and other core functions
• Develop and monitor procurement plans and requisition procedures in line with yearly work programs and budget lines, including local suppliers, and for the team’s domestic and international travel arrangements.
• Coordinate the monitoring and reporting process of program outputs and achievements according to GGGI’s rules and policies and donor requirements.
• Guide country level communications colleagues, in coordination with technical project managers, as part of broader operations
• Manage procedural and technical aspects of GGGI’s Enterprise Management System (ERP) and project management system GGGI Online (GO) for monitoring and reporting
• Ensure smooth running of office management and administrative processes in attaining of objectives against established timeframes

ENGAGEMENT

• Advise the Country Representative and relevant program staff on procedures, polices and tools of operational transactions.
• Communicate program needs to service providers/suppliers and ensure that services/products are delivered in line with established agreements.
• Collaborate with other country teams, units, and divisions of GGGI on identified joint activity opportunities to ensure integrated delivery as “One GGGI”
• Advise the Country Representative and relevant program staff on operational improvements that can be achieved.

DELIVERY

• Place initial screening and controls on country office spending, procurement requests and contract issuance; verify data and ensure data entry and document consistency from spending and expenses of specific project/output management
• Monitor and report workstream budget expenditures in activities to ensure efficiency, accuracy, and consistency in line with work plan to support program management
• Maintain and manage the office environment for occupational health and safety; advise on and manage an economical and green office environment
• Manage the inventory of the assets of the Program including ensuring smooth functioning of IT and meeting equipment
• Support arrangements related to travel and events management as necessary
• Identify issues and risks that will affect consistent program and delivery and report to the manager
• Identify issues from across projects and workstreams and advise project staff on remedial measures to maintain integrity of delivery
• Conduct relevant training for Program staff as necessary.
• Maintain program filing system and safeguard standards of reporting/documentary quality to support reporting to donors and program stakeholders

REQUIREMENTS

QUALIFICATIONS

• A master’s degree or equivalent in business administration, finance, accounting, human resources, or a related field of study is required (In lieu of a master's degree, a bachelor's degree with considerable professional job experience will be considered)
• Certifications in accountancy, project management, human resources management, procurement, information technology systems, database management, knowledge management highly desirable
• Preferably 7 years professional work experience in at least 3 of the following areas: finance, accounting, project management, human resources management, operations, logistics, procurement, and 3 years with an international organization, international NGO or multinational business
• Demonstrated strong grasp in corporate policies and procedures, and extensive hands-on experience of online operational systems including ERP and project management systems.
• Clear communication skills verbally and in writing in English required, with excellent Arabic language skills
• Ability and willingness to work in a flexible and agile manner

FUNCTIONAL

• Demonstrates strong organizational, time management, and multi-tasking skills
• Takes a pro-active approach and work independently with minimum supervision to solve issues at hand and under the jurisdiction of the role
• 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 processes and outcomes. Frequently 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.
• 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.
• Self-initiative, motivated, and team-oriented, with the 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.
• Exceptional ability to pay attention to details, particularly when it comes to budgets, receipt and invoice organization, etc.

CORPORATE

• Understand and actively support GGGI’s mission, vision, and values.
• Promote the optimum use of public resources
• Promote an organizational culture of trust, transparency, respect, and partnership.
• Process and share information easily.
• Manage emotions and stress positively, build rapport and resolve conflict easily.
• Promote creativity and innovation among staff.
• Be able to lead where needed and provide solutions to project-level challenges.

WORKING CONDITIONS

The Senior Associate, Administration, GGGI Jordan is an X7 grade level in GGGI salary scale.For an X7 Jordan National Salary Grade, the base salary starts from USD 33,948. Determination of base salary is subject to the candidate's experience, academic background, and internal equity. GGGI provides 15% of base salary towards retirement plan/long-term savings, 27 days of annual leave, and private health insurance that covers dental care. This is a national position and does not include relocation benefits.

GGGI is committed to providing a work environment that is sufficiently flexible to accommodate diverse life-cycle challenges and assist Staff members to achieve a better balance between work and personal/family commitments, thus ensuring high performance, long-term productivity, and well-being of Staff members.

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